No one ever said that moving from one house to another was easy, but moving your office can be a whole different ball game. The logistics of the move are a lot more complicated – employees, departments, furniture, IT, security and communications, to name a few. At the end of it all, even the most organized move may not be entirely simple – and definitely not relaxing! Here is our cheat sheet to help you with a stress-free and easy office move!
- Plan in advance
According to professional commercial moving companies, you should start to plan your move at least three months in advance – and even farther ahead, whenever possible. You will need plenty of time to deal with logistics, find a new place to lease or buy, clear up your current office space, and make the move as seamless and smooth as possible.
- Create a checklist
Try to break down all aspects of the move into a simple moving checklist, to ensure that no department or aspect of the move is overlooked. There are plenty of moving checklists available on the internet or you can create your own. The checklist should include space selection, security, IT, telephones, furniture selection, and much more. Assign someone to oversee and ensure that every item on the checklist is ticked off by the time you’ve finished moving.
- Hire a Realtor
Hire a Real Estate agent who can help you identify a new location for your business. They can evaluate the size of your operations and advise you about the size of the property you need to buy, where it should be located – ideally – and what the lease terms are, including how to negotiate them. They will also be able to look at what infrastructure your business requires and book tours of appropriate properties.
- Figure out the budget
Start shopping around for quotes from various professional moving companies. See if your office or business insurance policy covers moving offices, especially considering the value of property you are moving on moving day. Most professional moving companies include some form of insurance in their quotes – make sure to ask and get details of their policy. When it comes to hiring professional movers, don’t go for the lowest price straight away – cheapest isn’t always best. While shopping around, ask about the perks included for each specific moving company, and look at reviews or ask for references to get a sense of what customers have to say about their services.
- Set deadlines
Determine all the dates by which each item on the moving checklist should be checked off. Are all the departments going to move simultaneously, or one-by-one? When? When will the services and utilities be turned on in the new place and turned off in the old one? By what date do you expect to vacate the current premises? Once you have these deadlines in place, it becomes much easier to plan your move and execute it.
- Plan the new office
While this might seem unimportant, don’t be fooled. If you leave this aspect till the last minute, all your careful planning is going to go down the drain. Your business should be able to operate as smoothly as possible during the move, so as to prevent or at least contain loss of productivity. If your new office is designed well, you will find an increase not only in the productivity of your business but also in the morale of your employees. If you want professional advice, look for an office fit-out company to help you.
- Plan the relocation of your IT systems
This means all your systems, your servers (if you have any), your telephones and any biometrics that you may have in place. Remember that all of this needs to be up and running in the new place before a single department moves. Disruption of these services will cause headaches for you, your employees, and your clients.
- Plan for skeleton staff
There may be certain functions that your business just cannot do without – but a move disrupts pretty much every department, so how do you ensure everything that needs to be running smoothly continues to do so? To ensure that core processes can work even during the transition, you should organize a skeleton operation, preferably in a different location or remotely. This doesn’t have to be expensive or complicated. It can be as simple as you asking your employees to work from home via their laptops. If you have a central location for the skeleton operation, ensure that emails and phone calls are routed there. Delegate certain staff to deal with client queries and ensure responses are timely.
Moving is never easy; however, a well-planned move can make a lot of difference to your business operations, employee productivity, client relationships, and your own stress levels. Keeping your move as organized as possible helps in all these areas, and is worth a little extra time and effort to get there.
If you want to ensure an efficient move, consider hiring Five Star Movers to do your heavy lifting! With over two decades of experience in commercial moving services, we really have seen it all! We have moved restaurants, relocated offices, provided moving services to warehouses, and moved local shops and retail stores to other parts of the city. One of our many commercial moving perks includes the ability to move your business overnight, allowing you to open for business again the very next day to ensure a day of work is not missed. Call us today for your FREE quote and let us know how we can help move your business in the GTA and surrounding areas.