Relocating an office can be a massive undertaking that requires careful consideration. Whether due to rapid expansion or simply looking for better locations, having a plan in place to make this transition as seamless as possible.
Start by identifying your non-negotiables. Determine what furniture, equipment and supplies your business requires at its new location.
1. Get a Moving Quote
Relocating an office can be a complex and time-consuming task, so it’s advisable to start the process by seeking professional moving quotes.
uShip’s marketplace makes it simple and straightforward to locate reliable office movers. Simply post a shipment listing, and specialized office moving companies will bid on it and send you their rates for office moves.
2. Get a Floor Plan
Leasing office space can be an extensive and complicated process. Many factors need to be taken into account such as business growth, location and budget when leasing office space.
An essential step in setting up your office space is developing a floor plan. Ensure it is drawn accurately to scale, including walls, windows, doors and any permanent fixtures such as furniture layouts or permanent fixtures that need to be taken into consideration.
3. Get a Furniture Quote
Establishing clear costs can prevent your company from overspending. Office moves often require large expenses that go unaccounted for.
Employers will appreciate a workspace offering amenities to make commuting easier or more pleasant, such as gym memberships, coffee shops or patio spaces that will tempt employees into coming to work each day.
Be sure to inform employees in advance about the new address.
4. Get a Security Quote
Before undertaking an office relocation, it is vitally important to obtain a security quote in order to prevent unauthorised access and safeguard sensitive information during transit.
Consider downsizing when moving an office by only transporting necessary items to their new destination. Offload any unwanted equipment or furniture through donation or sale and back up any important data in case it gets lost during transport.
5. Get a Utilities Quote
Make sure that your office move plan includes a date for disconnecting and reconnecting all utilities at both locations, including internet, electricity, gas, water etc. Contact local service providers in advance to arrange connection of these utilities in both places.
Make sure that a date has been scheduled to address any outstanding lease issues and notify clients and business partners about your move.
6. Get a Plumbing Quote
An effective office relocation requires planning, documents and to-do lists to be kept organized in one central place – this will prevent information becoming disorganized during the move process.
Make a list of everything you plan to take with you, such as trash cans, coffee mugs and whiteboards.
Communicate the office move to all team members and vendors involved, through email, newsletter segments or even a town hall presentation.
7. Get a Electrical Quote
Office moves can be complex affairs. From disconnecting, transferring, and reconnecting utilities and technology to working closely with employees on packing up their offices and cubicles – including cooperating with movers – and making sure there’s no lengthy overlap in office space, office moves are no small undertaking.
Send all employees, including remote workers, a comprehensive email or town hall presentation regarding your relocation plans and set firm dates so they can plan accordingly.
8. Get a HVAC Quote
At this stage, make a list of everything that will come with you to the new office and what needs to be purchased, such as trash cans, coffee mugs, silverware and cleaning chemicals.
At this stage, it’s also essential to determine what IT equipment and Internet access will best serve your company.
9. Get a Lighting Quote
Before your office move, it’s essential to be upfront with employees about potential challenges associated with it – according to Clutch, these could include distractions, lost productivity and longer commutes.
At this stage, it’s also essential that you ensure you have all of the supplies required for your new space. Doing this will allow you to avoid overspending on items you might not require such as an excessively large breakroom fridge.
