How to Plan an Office Relocation

The Energy Experts

How to Plan an Office Relocation

The decision to relocate an office is a major undertaking for any business. The move can be a great opportunity to revamp the company, boost morale and even save money. However, the process can be time consuming and difficult for employees to adjust to. It’s important to plan ahead, hire the right team of professionals and keep communication open throughout the process.

The first step in an effective office relocation is to conduct a thorough inventory of everything that will be moving, from furniture to technology. This can be done with a team of project managers, space planners or other staff members who can assess the new location and determine what needs to be moved and where it will go in the new office. After the inventory has been completed, a budget can be determined and a timeline established for when items will be moved. The next step is to create a list of tasks that need to be completed and assign those tasks to specific individuals within the company. This includes contacting the current property owner to notify them of lease termination, creating a plan for movers who will be required to handle specialized equipment and hiring an interior designer.

Another important aspect of an office move is to establish a budget and make decisions that will reduce costs. This could include negotiating with service providers for reduced rates, using a DIY approach to the move and selling off surplus equipment or furniture that is no longer necessary. Having a team of financial advisors or relocation experts can also be beneficial when planning the budget for an office move.

Once a budget has been established, it’s important to communicate this with the entire company and set departmental goals that will help to minimize costs. These should be action-oriented goals and, wherever possible, linked to broader business objectives to provide context and alignment. For example, if one of the company’s goals is to improve customer service, an action goal could be to transition or set up a dedicated customer service department in the new office.

It’s also important to let all stakeholders know about the upcoming move, including customers, vendors and suppliers. This can be done by distributing flyers or sending emails, but it’s essential to meet with these stakeholders face-to-face if possible. This will ensure everyone is on the same page and can answer any questions that may arise.

Finally, it’s important to schedule disconnection, transfer or re-connection of services such as Internet, phone and utilities. Depending on the provider, there may be fees associated with changing addresses, so it’s a good idea to find this out in advance. In addition, it’s a good idea to update the company website and other online listings with the new office address. This can be done in conjunction with the distribution of printed business cards and signage for the new location.