02/12/20
Planning, communication and a professional mover can help keep your business running smoothly during a relocation
Are you planning an office move? While that can be an exciting time, it can also seem daunting. Good news though — a move can be accomplished smoothly and efficiently with proper planning, consistent communication and well-executed logistics. As experts in all manner of office, industrial and commercial moving, we have advice on the steps and elements that go into planning an office move.
Planning your new workspace
Before you move, you’ll need to figure out where you are moving to! Most typically, companies hire a commercial real estate professional to help locate and negotiate their new space. Here are a few ideas and considerations when planning for your new office space.
Plan your work, then work your plan:
- Consider a LEED-certified building or office space, as the efficiency standards of these spaces can lead to lower utility and occupancy costs.
- If practical, select a new location with proximity to public transportation, bike sharing services and other forms of environmentally-friendly transportation and sufficient parking for your employees and visitors.
- Work with your real estate agent, landlord, general contractor and others to obtain the necessary occupancy permits, inspection approvals and insurance certificates during the site selection and build-out process.
- Complete a floorplan for your new location, taking care to consideration any power, IT or other ergonomic challenges. Be sure to include the location of your employees, furniture, plants, equipment, kitchen area and other common areas (e.g., nursing mother’s room, restrooms).
- Determine if your business will be open during your move and schedule packing and move-out/move-in dates.
Communication
Clear, consistent communication always makes a process or project go more smoothly. Planning an office move can cause needless anxiety or distraction for employees. To help create a positive feeling about the office move, we encourage you to communicate regularly and in multiple ways with employees so they feel part of the process and well-informed.
Establish a communication plan with your employees, customers, suppliers and other important stakeholders:
- Share your completed
floorplan and move schedule with your employees and allow them the opportunity
to provide input.
- If you use an enterprise collaboration tool (like Slack), create a dedicated channel to update employees about the move.
- Notify your customers of the move at least one month in advance, advising them of any changes in normal business hours, new location or contact information.
- Develop a press release and social media content announcing your upcoming move, the reason for the move and the benefits your employees, customers and other stakeholders may realize as a result of your relocation.
- Update your website and other marketing collateral with your new address and contact information.
Involve your employees in the move:
- Notify your employees
early-on in the process, emphasizing the positive aspects of the move.
- Many businesses have employees pack their own offices or cubicles and personal items to help keep costs down by using mover-provided reusable plastic stacking bins. A professional mover can assist by educating employees on proper packing and labeling techniques, packing/unpacking, deadlines, guidance on what they can bring to the new office, and so on.
Moving, Logistics and Storage
Once you’re ready to get down to the actual move, you’ll need professional assistance. Professionals will help you move your office without disrupting your business. Unless you have managed an office move previously, you’ll be amazed at the sheer number of details to consider and milestones to track. Below are some considerations for selecting a well-qualified office moving company.
Hire a professional mover:
- Engage a professional mover to assist with move planning and logistics, taking special care to review new furniture or special equipment requirements for the new space, while identifying existing assets for reuse.
- Check the credentials (e.g., USDOT license, BBB accreditation, IOMI® certification, ISO 9001 quality management certification) of prospective office movers to ensure they have the office moving experience and resources to manage the logistics of your relocation.
- Ask for proposals from more than one professional office mover at least three months before your move date, to ensure time for proper planning and availability of resources. Keep in mind, the lowest price quote is not always your best option.
- Be sure your office mover’s core capabilities include commercial office relocation, computer and electronics disconnect and reconnect services, modular furniture reconfiguration, project management, asset management, moving servers and dedicated commercial storage.
We hope this gives you a little better understanding of the steps and considerations when planning an office move. For more expert advice, guidance and an estimate, contact the office moving professionals at Interstate!
