When moving offices, long-term planning involved is the name of the game. You don’t want to get lost in the minutiae or get your head in the clouds. But how does one avoid falling into either trap? Well, lucky for you, this article will cover all the essential tips for a smooth office move.
Assign a Project Manager
It doesn’t occur to many people, but a project manager streamlines the process significantly. This is because upper management wouldn’t need to juggle regular responsibilities with the moving process. A reliable project manager ensures that someone is in a dedicated capacity and isn’t splitting their focus. Monitoring their progress is also done quickly through regular meetings.
Determine Your Budget
Next, you need to define your budget. How extravagant or minimalist are you willing to go? You can either figure this out at the very beginning of the process or, if you have one, sit with your project manager to figure it out.
The budget would inform all decisions from this point forward. So that there’s no concern about running up losses or being stingy when there’s no need for it.
Inspect the Property
With all this being said, the next important tip is to check out the new office yourself. An in-person inspection is always necessary because you know what you’re working with that way. If you need to install cabinets or get something repaired, or even if a new paint job is required, all of this can be determined after thoroughly checking the property.
Many new buildings/offices might not have certain utilities installed, whereas older spaces might need repairs and renovation. In either case, you should know how much of your budget can be devoted to these costs with the property’s price in mind.
Update Addresses Sooner Rather Than Later
A common misstep that many make! In the hustle and bustle of moving, many forget they haven’t updated the address on relevant materials and platforms. So searching for the business yields an outdated result. Or business cards and letterheads go out with no correction.
It seems like a rookie mistake, and that’s because it is. With almost everything digitized, there’s no reason to forget such an important step.
Start with the Non-Essentials
When the process begins, make sure you start with non-essentials. You don’t want your team to be separated from necessary equipment, utilities, or tools. So leave the most needed items and start with what matters the least.
Apart from the productive aspect, it also ensures familiarity with the new space.
And it also helps with tracking how far along you are in the process. So as the old space starts looking emptier, you can rest assured it’s because the new space is getting fuller. Visual indicators for progress are also beneficial for the team that oversees and carries out the moving, helping them feel like they’re progressing.
Keep the Office Team in the Loop
There are a few different reasons why these matters. First, you don’t want your team to be blindsided by the change. Not everyone responds well to such a significant change, and sensitivity is essential. Apart from that, your team might need to make some preparation on their end. If they live far away from the new office or if the area is unfamiliar. Keep the floor open and ensure the team knows this well beforehand.
Involve them in the Conversation
And speaking of time, you want yours to be optimized. That involves discussing the best moment to see the move through with your team. For example, if your estimates show the earliest the move can be sorted is the new year, you might be thinking about getting it done as quickly as possible. But if the team doesn’t agree with you and wants to delay the move, you should consider waiting for it as the end of the year is usually busy.
Conclusion
Moving office doesn’t have to be a hassle. There may be a lot of planning and organizing involved. Following the tips outlined here, you can easily move offices without falling into trouble. These are pretty straightforward points to remember, and treat this list as your cheat sheet for the process. Don’t try to do too much or too little all at once; pace yourself and plan accordingly.
So with that out of the way, good luck on the move!
