6 Steps for a successful office relocation

If you are preparing for an office relocation, you will be aiming for minimal disruption during the move. Whether you are moving to a services office or a coworking space with shared facilities, planning, preparation, and communication are key. Although moving offices is a challenging task, there are steps you can take to keep things running as smoothly as possible.

Embrace a project plan

The key to successfully moving your office is by planning the entire process from start to finish. The best way to do that is by creating a detailed project plan that covers all aspects of your move. Not sure how to get started? Follow these steps:

Step 1: Decide who is in charge

Designate one person to serve as the in-office moving coordinator, who will be in charge of overseeing every aspect of the move. Choose someone with authority to represent your company, exceptional organizational skills, and strong decision-making abilities, so they can easily manage all last-minute decisions that come with moving.

Step 2: Pick a team

The office moving team will work closely with the in-office moving coordinator to see your entire office through the move and ensure that nothing gets forgotten. This team, under the guidance of the in-office moving coordinator, will be responsible for:

- Listing moving tasks
- Determining their sequence
- Assigning responsibilities
- Setting target dates

Your moving team should be comprised of people who are clued-up about workflow, the responsibilities of different staff and departments, space requirements, shared equipment, office tech, security, and ergonomics. For office tech, choose an employee with the expertise to ensure that all computers, phones, hard drives, and other day-to-day technology are appropriately packed. The team should meet regularly to ensure that your plan stays on schedule. Routinely scheduled meetings, such as weekly or bi-weekly meetings, increase accountability and help keep your move on the right track.

Step 3: Set a timeline

Find out when your current lease terminates before creating a timeline, then select your preferred moving date. Once you have determined a moving date, you can start ironing out the details, such as how long it will take to renovate or build out your new office. When creating a timeline, be sure to include enough time for de-cluttering and purging, as well as sufficient time to get your tech set up in the new office. Add a buffer to account for any possible technical difficulties that may slow the process. Check with the state law to find out how much notice you are legally required to give employees before you move. You will need to inform your staff of the move as far in advance as possible, regardless of the legal requirements, especially for long-distance relocations where you may need to negotiate relocation packages. Keep your employees updated throughout the entire moving process.

Step 4: Create a budget

Your relocation budget will depend on upgrades to equipment, furniture, moving insurance (in case anything gets lost or damaged along the way), and the overall size of the new office.

Step 5: Plan your new office

This step is where you will begin to plan out what your office will look like and how it will be set up. You will need to plan for how much equipment you will have, how many employees you will have, and any other additions to the new office you are planning on implementing.

Step 6: Notify your current service providers, customers, and clients

It is imperative to let your service providers know that you are planning on moving, including:

- Post office and shipping service (for your new address)
- Any subscription services you receive (newspapers, newsletters, magazines)
- Relevant government departments
- Telephone and data providers
- Utilities
- Printing companies

Let your customers and clients know that you are relocating well in advance of your move so that they will know to expect possible delays in service or communications. Explain how and where they can obtain these services during the moving process.

Follow these six steps for a successful office relocation. With the moving services of Highland Moving Systems – Atlas Van Lines, your corporate move or office relocation will be efficient, dependable, and done on time. We are one of the best corporate office relocation companies for business owners in Whitby, on and around the world. For more information, contact us today.