Coordinating and knowing how to plan an office relocation can feel strongly like shifting the heavens and the earth. When you consider the significant role of a company’s current location on its profitability, it can give any business owner cold feet, no matter how big the company’s grown.
But if you feel like an office relocation is something necessary, you need not worry too much. There are professional office moving teams that can help you, and relocation is sometimes the best choice. Some office relocation benefits you can get include:
- Support for growth initiatives.
- Stimulating company culture.
- Reducing workplace costs.
- Revitalizing your brand through a modernized workspace.
- Sparks of inspiration and excitement in clients and colleagues alike.
4 Steps for How to Plan an Office Relocation
Knowing how to plan an office relocation takes effort, hard work, and massive amounts of patience. Also, you need plenty of coordination with not just the management or the administrative team, everyone needs to be involved and informed.
Here’s how to plan an office relocation in 4 easy steps.
Step 1: Lay down basic foundations
Office moves happen for a variety of reasons. Sometimes it happens because of expansion, sometimes consolidation. Other times, the higher ups might need more space for adding new departments or offices, or even moving from HQ to another.
Regardless of the reason behind the moving, relocation of the workplace and staff is a very complex project. It can cause uncertainty with the rest of the staff as their sense of place and community attachment will radically change.
And because most companies have very limited experience when it comes to managing projects of this scale, they will often require the assistance from a professional moving company, just like RMS Movers.
Step 2: Plan the move early
The most critical advice we can give you is to plan your office move as soon as possible. Another thing you should do is create a project timeline.
If you’re doing the office relocation yourself, make sure you’re aware of certain requirements, the budget, and the timeframe that you need to work to.
You’ll also need to gather as much information as you can on the new space. Look through floor plans, identify different components needed for daily activities (like audio-visual areas, storage spaces, electrical outlets, etc), and then decide on your workspace layout.
Step 3: Talk to other offices or companies
Sometimes the best thing to do in this time of drastic change is to ask for advice from other companies or other peers. They can specialize on office moves or have gone through an office relocation process before.
Their experience can be of value to you when you’re choosing between properties, helping your workforce transition, and finding new technology to help you deal with the office design.
If you are intent on finding a partner, research is very important. Put together profiles of companies that operate in your sector, your desired location, or those of a similar size.
A good place to start can be case studies and testimonials, as are blogs and other research tools. The decisions are your, but seeking help from an experienced company will guarantee that you’ll be taken care off smoothly through this journey.
Step 4: Communication is your key
Sometimes, it seems like you’re only hauling boxes across to the new office. It’s easy to get absorbed in it all. But remember that your staff will play a big part in making sure that the changeover and the eventual settling is as smooth as can be. Communication is your key. Prepare your staff for the office move.
Keep your staff updated on the latest news, because that’s a great way of keeping everyone on board. In addition, communication should be a two way street.
Ask your team questions and if they had issues with the old place, and what they would want to see in the future office. You’d be pleasantly surprised with the ideas they might put forward
No matter the company size, you’re going to need the support of every staff member and team under your employ. Working with them can help you coordinate with them better.
And if your office has different departments, you’ll need to pick individuals who will help you transition their divisions. Ask what’s required in each area, and compile task lists that need to be completed during the run of a timeline.
Ensure that common areas are covered, like the reception, foyers, and storage areas. Speak to service providers as well.
Constant communication is key when knowing how to plan an office relocation.