An office relocation is a complex and time-consuming process. There are many factors to consider from a business standpoint, but also from the perspective of meeting employee and customer expectations. Business and corporate moves happen for many different reasons. Finding new space to accommodate a growing company means relocating to a larger space, but this is just one possible reason for relocating.
Small businesses may decide to relocate to accommodate changing clientele, to settle in a more industry conducive area, or to reduce leasing and overhead costs. Whether moving from a smaller venue to a larger one or simply relocating to a new floor within an existing building, you must make some basic considerations before moving into a new office location.
Notify Existing Customers
Along with notifying the postal service, existing customers, clients, and business partners should also be made aware of the pending move. This first step should be done well in advance of the actual move, at least two months whenever possible. This business relocation announcement allows sufficient time to activate mail forwarding services and gives people time to update their contact information with the new location. Whenever given the option, try to keep the same company telephone numbers, fax numbers, and email addresses. This step toward continuity will help ease the transition for all involved.
Ensure Readiness of New Location
With all the excitement surrounding a business move, it is easy to forget some of the essential items related to preparing the new location. Moving requires more than simply relocating boxes from one building to the next. A smooth transition means that someone, or a dedicated team, has been keeping up with events at the new location to ensure seamless setup. This step includes, but is certainly not limited to the following:
- Safety and Exit Signage
- Office Directory
- Key Services
- Cleanliness
Mandatory tasks such as ensuring that exits are clearly marked, restrooms are well stocked, and electrical outlets are in working order may seem like mundane items, but try moving into a new building without these essentials and their value is quickly apparent.
Schedule Professional Movers
Preparing employees in advance of a move is the most efficient way to pack and remain productive during the transition. A professional moving company can provide tips on how to label items for the move by either color coding or using abbreviations for departments and specific employees. Leave the hard parts, such as electronics, computers, servers, and other sensitive equipment to the professionals. Encourage employees to pack and remove their personal items and memorabilia before the move date to avoid any potential accidents or loss of property during the move.
Allow Sufficient Time for Reorganization
Whether using a program to provide weekly move updates to employees, or simply relying on word of mouth transmission, moves must be well communicated to be effective. The process does not automatically end when everyone is securely situated in their new office space. Follow up is required to ensure that all business communications reflect the updated address, computer equipment is working properly and without delay, and the office directories are accurately displayed. These little kinks may take some time to work themselves out, but this is a perfectly normal part of the office relocation process.