6 Best Office Relocation Checklist

Relocating your company can mean various things. It could be moving your office from one city to another or the city to the suburbs. Depending on your industry, you also have to transfer your equipment, tools, etc. 

Business relocation is not cheap. Heavy industries like construction, steel production, logistics, mining, etc., need to work with machinery moving companies to move their equipment safely, not just regular movers. Check here for more info about this service.

The following are steps you can consider for a successful office relocation:

1. Find a New Location

After deciding to make a move, find a new space. Do this at least 10 to 12 months before your planned moving date. Consider your business’s growth needs and sustainability when seeking a new location. Whether you’re a small or medium-sized company, it’s best to put together a team that can handle your moving process.

2. Set Your Moving Budget

Office relocation costs are different. Some companies have heavy or specialized equipment that needs special handling. There are also times when delays cause additional expenses. That’s why many people find that sticking to their moving budget is as hard as setting it. You may encounter hidden and surprising costs you never thought of that can hurt your pocket. 

You should plan this ahead of time, especially if you haven’t experienced this before. If you can, work with a reputable moving company knowledgeable in this field. Ask for quotes from different companies and go for the best one that you believe suits your needs. 

3. Communication 

Once you finalize your moving date, communicate this to necessary parties – internal and external. Additionally, make sure that you notify them about your new address. This include:

• Current landlord
• Team members (Tell them about their responsibilities)
• Local partners, suppliers, affiliates, especially those who will be affected by your move
• Customers
• Service providers
• Insurance companies

4. Preparation

You have to decide whether you will take your furniture with you or replace them entirely. If you choose to take them to your new office, you may hire a company for refurbishing. It also involves a reputable moving company transporting all your things to the new location. 

For heavy equipment companies, you need industrial movers with premier and specialized equipment, such as Matcom, to handle your heavy equipment. You may find their recent content here to learn more.

In addition, take care of necessary paperwork, permits, and licenses. Remember to arrange for cleaning services for your current location. At this stage, the following should be your team’s primary focus:

• Tell everyone about directions of the new location, parking instructions, public transportation, etc.
• Packing procedures and layout
• Assign a standard way to label laptops, hard drives, screens, keyboards, etc.
• Delegate members who will stay at the current location until the last day of moving and who will be going ahead to the new site.
• Make sure that everyone takes home their personal belongings.
• Tell everyone to empty their filing cabinets, etc. 

5. Moving Day

Consider these tips to help you ensure everything goes well on your big day:

• Remember to contact telephone and internet companies and book a date when these should be operational.
• Arrange for your new IT system installation.
• See to it that the team placed all items in the proper locations.
• Set a budget for refreshments for the moving crew and other people involved.
• If required, arrange for the air conditioning on your move.
• Always keep emergency contact numbers at hand, either listed on paper or on your mobile phone.
• If you’re planning for an office-warming party, assign a committee to take care of that.

6. Settling In

It’s now time to go back to business as soon as you can. Consider these steps to settle down finally:

• Define all areas clearly for all your staff to see.
• Set up all your telephone lines, computers, and tech equipment.
• Update your website for new details if there are necessary details for your clients to know.
• At this point, your insurance should already be transferred.
• Check all invoices and payments, ensuring you have wrapped up all payments to your old premises.