Relocating an office or the entire business is probably the biggest challenge for most business owners. Moving to a new location is stressful, whether you are running a small business or a large company with more than 50 employees. This explains why more than 78% of businesses delay relocating their offices, preferring to remain in cramped and costly offices.
Fortunately, moving your office shouldn’t necessarily be challenging. With careful planning and hiring a professional moving company, you can streamline the office moving process. Below are important things to consider when moving your office.
The location should be the first factor to consider when relocating your office premises. Several factors may occasion the need to relocate your business. While it might seem obvious, you should have clear reasons for moving to a new location. You should ensure that the new location meets your business needs.
For starters, the new location should provide everything required to run your business. Ensure the new offices are spacious enough to accommodate all your current and future employees. You should also consider how the new location affects company culture.
Some of the common reasons for moving your office include:
- For better office space like those of North Miami office spaces
- Moving closer to essential services, colleagues, and partners
- Moving closer to customers and clients
- Affordable rent or cost-effective space
- Other business priorities that support your business strategy
You should have a rough estimate of the costs of relocating your office. Like residential moving, the costs can quickly accumulate due to oversights, delays, and other unexpected issues that crop up during the process. Creating a clear budget for the whole process is crucial. Below are a few things to consider when developing a budget:
- What are the rental costs? Are there fees associated with vacating your current office?
- Which services should be canceled or set up? – networks, power, WIFI, and more.
- What office relocation services do you need?
While most people succeed in setting the budget, sticking to it is a challenge. As such, ensure that you include miscellaneous costs in your budget.
Effective communication is vital to business continuity after relocating. Therefore, you should strategize how to inform others about your move. Having a structured communication strategy is crucial in this case. Below are a few people who should know about the planned move:
- Employees or office staff – employees are the core partners of your business. They should know about the move earlier as they are most affected. Change in the workplace environment brings forth a lot of uncertainties and can cause anxiety in the workplace. Good communication should include a detailed explanation, timeframe, and benefits of the move.
- Clients and customers – your customers and clients, should also be informed. Focus on the benefits the move brings to them and how they can reach your business.
- Partners and external stakeholders – provide a simple reason with benefits.
Ensure that you provide all parties an opportunity for feedback, especially if the move will affect how they will work with you in the future.
4. Electrical Equipment and IT Support
While moving office files, printers, furniture, and stationery is easy; you should consider how IT equipment can be moved. For instance, how will you move your security systems, servers, and technical assets to the new office? Some businesses prefer investing in new equipment while others have no option but to relocate the existing IT equipment to the new office. To make your move easier, be sure to transition your phone and internet services as early as possible. This is also a great time to evaluate if you would like to switch your plans or provider for these services.
If you’ve leased IT assets in your current office, you should seek the service provider’s approval before relocating them. Desktops, PCs, telephones, data servers, and internet systems should be moved safely. You should closely monitor how they are packed, transported, and installed in the new office.
5. Employee Safety and Health Concerns
You should check your new building’s history before signing the rental agreement. Some specific details, such as the age and maintenance of the building, can help in predicting employee safety and health issues. Take note of past structural problems and mold growth. Since you and your employees will spend a lot of time in the office, don’t risk your well-being.
Similarly, you should prioritize an environmentally friendly building. In a bid to reduce carbon footprints, most modern buildings employ environmentally friendly cleaning practices and energy efficiency.
6. Office Design
You should use this opportunity to change your office design. Depending on your budget, create an office design that:
- Aligns with your business priorities, such as maximizing office space
- Fosters workplace culture
- Accommodates quality and comfortable furniture
- Consulting an interior design specialist can help you design an accommodative office space.
7. Lease Flexibility
To avoid future problems, you should read through the lease agreement’s fine print before signing. Negotiating some aspects of the agreement avoids disagreements that can lead to being locked out of your office or paying more for office space. Make sure the agreement doesn’t restrict expansion in case of business growth.
The Bottom Line
A successful office or business relocation relies on careful planning and collaborative efforts of various teams. Involve your employees and moving companies in the process. You should create a comprehensive checklist of what should be done before, during, and after moving.