There are countless reasons why a business needs to relocate. It might be that there are better new opportunities in the new location. There might be better access to exceptional talents. A location change can level up your brand image. Or it could be that the cost of living is better in the new location. It might even be that the new location is safer amidst the worldwide pandemic.
Whatever your reason is, there are things that you should consider when you relocate your business. Moving an entire company is not the same as moving your household. It is much more complicated, and there is much more at stake. You have to move an entire team when you relocate your business.
At Least Six Months Before The Move
Preparation is the key to a smoother and successful move. Here’s a checklist that you can follow:
- Review your current lease. Will you pay a fee if you terminate the lease contract early?
- Invest in reliable corporate data backup. This will ensure that your data are safe and still accessible while the move is ongoing.
- Explore your options for moving companies. Get quotes and see which company covers your area and fits your budget. Check also reviews from previous clients to ensure that you choose the right moving company.
- Review your insurance. You need to get moving coverage to protect your equipment and machinery during the move.
- Prepare your budget. Set aside an account to cover your moving expenses. This will help you avoid overspending and review areas where you can actually save.
- Assign a moving team who will be in charge of the planning and monitoring of moving activities.
The things that you do as part of your moving preparation can help pave the way to make your move and transition much easier for everyone and with minimal disruption to your operations.
At Least Three Months Before The Move
By this time, you should have found a place in your new location, talked with the landlord, and have made and paid your reservation. Notify your current landlord of the move and that you will end the lease contract. You must also notify your employees of the move and the details that you currently have. Let them into the plan and involve them in the preparations as well. Determine the action items and the team leaders responsible.
It is also time to let clients and partners know of your move. Make sure that they have your correct new address and contact details as well. If you have existing contracts and projects, let them know so that they can also plan accordingly. You might want to review your project timelines in case your move has a significant impact on them.
At Least Two Months Before The Move
Time will seem to move way faster now. Before you know it, it will be one week away before the big move. Do not wait until you relocate to make the floor plan. Design your office floor plan and consider your equipment, machinery, and electronics. Consider also the placement of the power supply sockets, ethernet connections, and the common areas for your employees. Talk with your IT staff if they can set up your IT equipment and computers in the office or if they need assistance from third-party service providers.
Call also your internet and phone service providers if they cover the new location. If not, you should look for a new provider who can set up the installation in your new office. You should be fully online once you have done the move to minimize the disruption to your business operations.
The Month of Your Move
By now, you should have most things in place before you move. It is time to tag and label your office assets and equipment before you hand them over to your mover. This will ensure that assets assigned to specific groups will not get mixed with the assets of the other department. Do not forget to appoint someone to take inventory of your assets and take a picture of them before loading them into the moving truck.
Let your employees also begin packing. Distribute boxes, and do not forget to perform 5S. Get rid of things that you will not need so you can have a fresh start in your new office location.
Now that your moving day is approaching, it is time to set the cancellation date for your service providers and utilities. Make sure that you have provisions for electricity, water, and parking spaces in your new office as well.
There might be other factors depending on the nature of your business. With every move, it is essential to make a detailed plan to make it easier for everyone and to avoid affecting your business. Make sure to hire only reputable movers and packers so that your assets are in safe hands.