There is nothing simple about relocating a business. You will have to consider moving an entire team of employees, high-value equipment, electronics, or machinery. Not only is it expensive and time-consuming, but it can also get stressful and risky to your day to day operations. You will have to meet the business' demands while pulling through with your move. However, with careful planning and partnering with a relocation expert, you can have a quick and seamless transition with minimal disruptions.
A good relocation expert can help you actualise your moving plans while following your ideal timeline. They can work out all of the possible hiccups and take some time off your hands, helping you focus on your business operations. They will also help keep you and your employees safe, protect your assets, and safely deliver all your critical business equipment so you can start operating in your new location right away. But, though the bulk of work falls to your relocation consultant, you still have a role to play. The biggest task on your shoulders is planning. You plan and decide on a mover, how and when you want to relocate, your moving team, and other aspects of your business relocation. This step-by-step and time-specific relocation planning guide can help you accomplish a successful business relocation.
• Check your existing lease.
Ideally, you should relocate when your lease is up. If you are doing it in the middle of your lease, check if you are hooked on a deposit or if there are any fees to break your lease early. Also, find out if there were damages to the building or its property while you were occupying. Doing this will ensure having a clean break of your tenant responsibilities and prevents any future legal claims by your building manager.
• Get estimates from different moving companies.
So, you've decided on seeking professional help for your relocation needs. Next, you need to choose the best company that can accommodate your specific needs. See which moving companies offer your required services that fit in your budget. Get quotes from relocation consultants in your area and compare rates from at least three companies.
• Set a realistic budget.
Avoid overspending. Since you already know the going rate from the quotes you requested, you can already set a budget to address your needs while considering the services you are getting. Include incidental fees and insurance costs when setting your budget. Additionally, be sure that the moving company you choose will be clear about the extra charges that you might have to pay in the relocation process.
• Assemble a moving team.
Pick the most reliable and knowledgeable people from your staff to help you handle the move. You will have to assign a point person to directly communicate with the movers if you are not doing it yourself. You will also need a person for your tech equipment, furniture, machinery, legal paperwork, and other sensitive assets of your business. Decide who should participate during the planning and moving process by how much input they can give in determining the success of your relocation.
• Decide on a moving date.
After confirming your new location, making reservations with a dependable moving company, and securing other moving arrangements, you can now decide on a moving date. Typically, relocations are done during the weekend or holiday, to minimise disruptions in business operations. Check which dates will work best for you.
• Loop-in your current property manager.
As soon as you've pinned down your company’s move date, notify your current building manager and let them know when you want to terminate your lease. Give your property management a heads-up for all the work that needs to be done to avoid disturbing other tenants. You may need to reserve elevators and special access areas for the movers to freely use.
• Create a moving timeline.
Draft a list of things that need to be accomplished before the move and when you need to get them done. Involve your moving team and the moving company in this step. Listen to their recommendations when considering action plans and deadlines.
• Notify all employees of the moving plans.
Inform employees about the move. No need to tell them the specifics, but it is important to notify them of the moving date and other relevant information. Your employees should know what to expect so they can fulfil their responsibilities and plan accordingly.
• Notify local partners and suppliers of your move.
Send a notification to all your partners, suppliers, and clients to avoid any miscommunications and unexpected delays. Be sure to give them your new address and contact information. In the same way, set their expectations on meeting project deadlines and services that might be temporarily unavailable.
• Order new furniture and equipment.
If you need to replace old and worn-out furniture and equipment, or upgrading your security and tech systems, order it now so it will be ready before your actual moving day. If you want a certain look for your new location, hire an interior designer to improve and personalise your new office's aesthetics.
• Make a floor plan.
Map out both your existing and new office to figure out where to place furniture and equipment. If you have the information, consider convenience and access to phone and internet connection, as well as power cords and sockets.
• Set up a phone and internet connection for your new location.
Find out if your mover can assist you in arranging phone and internet installation. If not, call the companies concerned and make sure everything is up and running before you complete your move.
• Set up IT and network for the new place.
Get your IT point person to help you work out all the details needed to move your network and computers. Have them work closely with your relocations consultant about specific network needs and sensitive equipment. Beyond that, delegate them the task of creating back-ups for important files and sensitive data.
• Research business insurance options.
If you can’t transfer your current policy to your new office, begin securing another business insurance options now.
• Consider off-site storage.
If your new office cannot accommodate archived files and other things that you don't need to use daily, reserve a nearby storage unit.
• Inventory and label your assets.
Make a list of all the items you are bringing to your new location. For things you no longer need, either donate or sell them. This will be an easy way to track your assets and make sure everything is transferred to the new location.
• Transfer utilities.
Notify utility companies for your preferred termination date at the current office, and research utility options for your new location.
• Send a formal notification to your clients.
Send an official email or snail mail to let your clients and customers know where and how they can reach you moving forward. Inform them of the services that might be temporarily unavailable and set their expectation on when they can expect those services to be available again.
• Finalise plans with your moving team.
By now, you should have an itinerary for the days leading up to the move. Be sure this itinerary is shared with everyone in your moving team. This will be their reference in completing their delegated tasks.
• Confirm phone and internet connection.
By now, the phones and the internet should be readily available in your new place. Some items will need to be delivered earlier and some tasks need to be accomplished in the new location, so it's ideal to have all communication lines ready.
• Inspect your new office before moving day.
Check your new space for any details you might have missed, like uninstalled security cameras, hanging cables, etc. Additionally, light and water should be available at the new location by now. Be sure everything is prepared when you arrive so you can quickly start your business operations.
• Go over the moving day itinerary.
Finally, the last but not the least of the relocation planning guide! Go over when the movers will arrive, who will assist them onsite and which items will be prioritised. Also, decide on who will be in charge of locking up the two offices after the movers leave.
Now that you've gone through everything on this relocation planning guide, you are ready for the actual moving day! But hold your horses just yet, planning is only one part of the action. You still need to complete the entire move and make sure the plans go without a hitch. Thankfully, for this part, you can rely on your business relocations expert and the rest of your moving team. Some of the above-mentioned tasks can even be supported by your movers so be sure to ask them about every step. Less work to do means more time you can focus on your business.
For a reliable business relocations expert, call Business Relocations Services on 1300 92 94 40 today!