Whether you’re moving out of your home office or upsizing to accommodate your growing team. There’s no doubt moving your office can be stressful.
Here are a few tips and tricks to help make the process seamless.
When it comes to relocating your office space, planning is key. Planning a commercial move can be a daunting task that requires careful consideration and project management. There are many ways to tackle planning the move but here is one we find particularly useful: dividing your planning into the following three stages:
- Six months out: make a list of everything that needs to be organised to help facilitate the move and make the transition as easy as possible. For example, it is a good idea to find a reliable removalist (ask your staff and stakeholders for any removalist recommendations) as soon as possible after making the decision to relocate. Reliable, accredited and highly rated companies can be booked weeks or months in advance. Ensure they come and inspect your current office first to be certain they will have the adequate equipment to facilitate the move.
- One month out: plan what tasks and jobs that will need doing in the month leading up to the move. This can include getting new stationary and business cards printed with updated address, start packing up the office and update your address with Australia Post and utility providers.
- Moving day: everything that needs supervising, completed and accomplished on this big day should be outlined and everyone needs to be aware of their role on the day.
When it comes to moving, planning and delegation of tasks is crucial in making the process as painless as possible.
This does not mean you have to walk around with a pen and a notebook writing to-do lists every day, but ensure that you have thorough checklists, contact lists, progress lists, schedules and budgets, and that all members of the team know where to find them and understand what they are responsible for. It may be easiest to create an online google doc that everyone can access at any given time and make contributions to the schedule and progress updates.
GET YOUR FLOORPLANS
Unlike moving into a new house, relocating your commercial office involves far more planning and what cannot be forgotten is the importance of floorplans. Floorplans or building plans are available upon request from your landlord and you should ask for them as soon as possible to begin planning where everything will sit within your new office space.
The plans will allow you to visualise your new office space and facilitates the understanding of what furniture will fit and where staff members work stations should be placed.
Having your new space thoroughly planned before your move means you not only have time to be creative and make changes in the interim, but the removalists can also place all items straight into their new homes.
Controlling expenses is the most important aspect of planning a commercial move.
We will address how to budget a commercial move in another blog, however our advice for now is simple: Budget as far in advance as you can. This allows you to get your finances in order, talk with your accountant and to shop around for removalists and fit out specialists to suit your budget. Be sure to include unexpected costs which could include accidents, delays or breakages.
Planning is productive and necessary to a successful commercial move, however forgetting to let employees know when their desks are being shifted or not letting clients know where you have relocated could be a bigger cause for disaster than anticipated.
TALK TO YOUR EMPLOYEES
Your employees need to know well in advance about the move and kept up to date throughout the entire planning process. They will need to pack up their desks, be made aware of changes to parking arrangements and sort out their new route to work. Be sure to get feedback from your employees and any requests they have for the new space.
DON’T FORGET TO TELL EVERYONE YOU MOVED
Everyone needs to be informed of your address change including stakeholders, customers, suppliers, utility providers, Australia Post, organisations your company may be a member of and essentially anyone who would be visiting or sending mail to your office on a regular basis. It would be best to call and email, depending on who you are advising of the move.