How to Conduct a Smooth Office Move

An office relocation can benefit a company in many ways. Firstly, it allows the business to grow. Additionally, your employees will thrive in newer conditions and promote a new, exciting company image. However, before you enjoy the interior of your new office, you will need to plan the moving process. Relocation can be a cumbersome operation. This is because it requires a lot of pre-planning and things to take care of. Still, office relocation almost always means that the company is growing and progressing. For that reason, we created a list of tips to help you conduct a smooth office move and ease the stress from everyone’s shoulders.

Tips on how to conduct a smooth office move

It all starts with finding the correct location. For example, if looking for space in NYC, it’s vital to research and choose a good place to rent your new office. Some of the top NYC office neighborhoods are Manhattan, Plaza District, and the Columbus Circle. After having found the perfect spot to move your business to, it’s time to follow our tips on how to conduct a smooth office move.

Plan early

Commercial relocations require detailed preparation and early planning. It would be helpful to create a moving timeline with all the vital tasks that need doing. Some of the tasks to include in the timeline could be notifying your employees, packing computers and personal belongings, arranging internet and phone connections in the new building, etc.

Having a strict timeline will allow you to keep everyone involved in the office removal process, stay on the same page, and be aware of their responsibilities. Additionally, having a timeline tolerates minimal disruption.

Keep your staff informed

Open communication with your staff is essential if you want to run your business correctly. So, it’s necessary to keep them informed on time regarding crucial things that will affect them, such as office relocation.

Even though change can be upsetting for some of your employees, open communication can boost their mood. It would be helpful to make the office interior a comfortable place your staff will look forward to moving in. Make sure you notify them of the new address, any revised phone or fax numbers, new building rules, and packing arrangements.

Hire a good relocation company

Another crucial thing is to hire a reputable moving company with a license and mover’s insurance. By doing so, you will have peace of mind knowing your chosen company has the experience, resources, and trained movers to pack and move your office successfully.

Also, before deciding, make sure they give you the on-site estimate for the move and a total estimate of the relocation cost. This will not only help you get a better sense of the company you are hiring, but it might help you choose the best offer for the best price.

Assign a project manager

Hiring or assigning a project manager to facilitate all the aspects of the relocation process will also be necessary. You could assign this position to someone already on your team. A project manager should have the following qualities:

  • exceptional organizational skills and multi-tasking abilities;
  • experience working under a tight budget and short notices;
  • effective communication skills.

Caption: It would be wise to hire a professional project manager for your office move.

Alt-tag: Two project managers working on their laptops.

Alternatively, you could hire someone new for this task. This way, you will allow your employees to focus on their daily responsibilities.

Backup your data

You can never know what could go wrong during the relocation process with your files and essential documentation. To avoid facing the scenario of possibly losing essential documents due to damaged servers or hard drives, we recommend that you backup your data. This way, you will ensure everything is protected from loss or breach during the office relocation.

Afterward, make sure your IT equipment is unloaded and set up in your new offices, so your staff can get to work once they arrive.

Declutter your old office and downsize where you can

Decluttering is a rule that holds for both office and residential relocations. You should avoid hauling things you don’t need. Therefore, it would be wise to give yourself time to get rid of the old files and unnecessary papers and select which pieces of furniture you should dispose of.

Also, you could sell or donate the equipment you don’t need anymore. However, make sure you notify your accountants to count the donated items as a tax write-off.

Update your new address

Don’t forget to let everyone know about your office relocation. You are probably aware of how significant your business’s online presence is. So before the actual relocation, be sure to notify everyone on your company’s website and social media about the new address.

Also, if your business is on review sites like Google My Business and Yelp, take the time to notify them about your company’s address and phone change. Furthermore, inform your suppliers and customers when you will relocate and resume regular business.

Everyone will appreciate you taking the time to notify them of your new office information.

Final thoughts on how to conduct a smooth office move

As you could’ve seen, to conduct a smooth office move, you don’t have to go through an entirely hectic process. Instead, consider your office move as an opportunity to create positive change within your business. This operation could improve your company’s performance. For example, the interior and furniture might be better, and new facilities could increase your staff’s morale. If you follow these office relocation tips, you will be able to transition to your new workplace in no time!