For an entrepreneur transitioning to a coworking space, an office move may simply involve packing the laptop and a few personal items into a backpack. However, for most businesses, relocating to a new office space can be quite a chaotic process. Fortunately, a lot of the challenges associated with an office move can be handled with appropriate planning, forethought and the assistance of companies like Safe Ship Moving Services.
Safe Ship Moving Services sheds light on the steps to take when planning for an office relocation
In a typical office move, there tends to be a long list of logistics to organize and coordinate. Hence, one should start planning for their move early, so that all important tasks are completed and office move procedures are in place before the arrival of the big day. No matter the size and complexity of the relocation, all office moves do generate a good amount of paperwork. There would be a number of to-do lists, inventories, schedules, notes, contracts, insurance records, maps, and more involved in the process, and all of it has to be accessible at a moment’s notice. Therefore, it is prudent to digitalize this information.
Moving to a new office, with all personnel, furniture, equipment, and supplies, would be a complex task. As there are several variables involved in the process, one has to work hard to keep the spending under control. To do so, one must create a budget for all move-related expenditures. Hiring the right moving company is also important. When creating the budget, it is necessary to include any new furniture, equipment, and supplies that have to be purchased for the new office space.
Certain companies tend to only transport items from point A to point B. On the other hand, many others manage all the packing, planning and logistics associated with the move as well. Companies like Safe Ship Moving Services additionally specialize in coordinating a move. One has to identify the specific needs of their business, and hire a moving company as per its accordance.
Before diving into the specifics, one also has to create a timeline for the office relocation. At this stage, it is better to focus on the broader milestones rather than every minor detail. While a smaller move might require up to three months to organize, larger relocations can take anywhere from eight months to a year.
After the business manager or leader has committed to the office move, they need to create a plan to announce the news to the employees. This announcement can be made via hard-copy letter, email blast, video or some other method, as long as it includes all the details the employees need to know. Details to include in the announcement are:
- Reason for the move
- Location of the new office
- Features and highlights of the new office
- Moving dates
- Steps employees can take to ensure that the move is smoothly executed
Announcing the office move early can help solidify the steps in the moving plan. When preparing for the announcement, one might be able to identify gaps in their overall strategy. This would give people the opportunity to address the gaps and ensure a smoother transition.