So, it’s time for you to up sticks and move your entire office to a different location. Easy right? For those that have done it – not so much. In fact it can be phenomenally stressful if the correct planning and preparation hasn’t been put into place. But you’re already here, doing your research so you’re not going to be the one growing wrinkles by the second when the big day comes. You’re going to be zen, at one with the world and effortlessly glide across to your new business location with ease because of these great tips.
Here are some simple tips for moving business location;
Set Aside Time For Planning & Plan Right
This may seem like the most basic of tips, but it really is the first step to an easy office switch. You might have a million business meetings, an important project that needs completing and your annual holiday coming up – but all are in jeopardy if you don’t plan ahead – so prioritise your office move. Ensure you have put aside proper time for planning the move, setting up meetings with all involved and physically inputting dates of everything related (furniture removal / system relocation and so on) in a planner.
Generally you should look at creating a schedule about 2 months before your move to give you adequate time to set everything up. Remember you’ll have to think about things like setting the internet and phone lines up (very easy in a serviced office!), getting any risk assessments and health and safety assessments done and ensuring your budget is managed well. The general rule is; the bigger your office, the more time you will need to plan.
Who is responsible for the office move? If you have a million different related jobs and no idea who is in charge of what, you’re going to be extremely stressed and jobs are not going to get followed up. When planning, create a task list including things like sourcing a removals company, meeting with office rentals company and so on and then delegate. Make sure every task is assigned to somebody so that all jobs can be tracked and listed as complete when they are done, or reallocated if necessary.
Communication is key when it comes to office relation. Consider everyone and anyone likely to need to send items to your office, or visit your office. Consider the following;
- All staff
- Removals company
- Outsourced companies like companies who manage your IT systems etc
- Postal deliveries
Make sure each and every person needing to contact you at your office in person, through the post or any other communication knows when you are moving office. Provide them with details of your new location and when you are going to be there, and provide them with an alternative form of contact if they need one. As the internet and phone lines may take time to get up and running, consider getting a mobile (or a few depending on the size of your business) and giving out that number to people who might need to contact you. It might be a client who’s having an urgent issue that needs resolving, or a member of staff calling in sick or struggling to find the new office – whatever their query they need to be able to get hold of you.
Ensure Your Online Profile Is Up To Date
Remember all of your social media profiles and websites will need to be updated with new numbers, address details and any other relevant information to the move. It’s worth posting this information before the move, letting customers and clients know you’re moving business location. You don’t have to completely change the information available, but simply posting a blog about it, putting a note about it on your homepage and posting tweets and posts about it is a good way to start your online profile location transition.
Move When You’re Not Busy
Lots of removals companies and telecoms companies will work out of normal hours to accommodate a business move because they know you need to move when it will least affect your business. Some businesses move in the very early hours of the morning because that’s when the move will be the least disruptive for them. Don’t think you need to move during normal ‘working hours’ – you can and should arrange to move when you need to.
Don’t Be Tight
It can be tempting to allocate a tiny budget to moving offices, comparing it to moving house. Don’t be tight – moving work location is much more complex than you think. You want a good removals company who protects and handles your furniture properly, a telecoms company who will have your internet up and running for when you need to go back ‘online’. It’s easy to get stuck thinking about all the costs of the move adding up – but think about the costs of not paying that money and having everything going wrong. Customers not being able to get through to you in the office and make orders, equipment getting broken in transit, staff not turning up because the right communications haven’t been sent out. Don’t be afraid of hiring a company to manage the move for you and don’t be afraid to hire companies who might charge more, but really know what they are doing.
You might have to pay more to get the necessary help, but it is worth it to ensure the move runs perfectly, it is your business after all.