Relocating your office and team is a massive task for any company. There is a lot to think about, so we’ve put together top tips to save time and money. Above all else, you’ll keep yourself from some unnecessary stress.
Plan in Advance
An office move is a lot of hard work, and planning is your key to success. For a small company, three to six months of planning is needed. For a medium to large company move, at least six to eight months of preparation is necessary.
Determine your needs for your new space and develop a timeline and checklist to make sure you stay on track.
Begin the process as early as possible. As soon as you have established your move date, contact moving companies for estimates, and secure one as quickly as possible.
Assign Your Team
Involve your staff in the move. Consider assigning a moving team or committee. This team can help organize the move and help transition the rest of the employees.
This moving team can help assign tasks and set deadlines for the move.
Create a Communications Plan
It is essential for your company to establish both an internal and external communication plan.
The internal communications plan for your employees will help keep them apprised of important events and procedures during the move.
An external communications plan will be for your valued external partners such as your customers and vendors. Develop a plan to communicate and share your new address, contact, and marketing information as well as to alert your customers and vendors about any downtime your office might have during the move.
Protect Confidential Information
Many office documents have confidential information included on them. Establish processes and policies to ensure that this information stays safe during the move.
Plan to Purge
At the back of those filing cabinets, there is likely old paperwork that hasn’t seen the light of day for years. Determine if you need to take it all with you. Have workers purge outdated documents based on standards you have established for retention.
Consider scanning documents into an electronic version or shredding the old ones that are no longer needed. Remember, the less you take, the less it will cost to move.
Take a Detailed Inventory
Assign a move manager for each department and ensure that they have involved their staff early on. Ask for them to keep a detailed inventory of each box and provide clear labeling. Consider using a color-coding system as the material is boxed up.
Check Insurance
Check with your insurance provider to see if you need specialized coverage during your move and transition period. Also, make sure that your insurance policies carry over to your business’s new location. You might need to update or adjust your coverage.
Keep insurance and emergency contact information with you during the moving process. This is important information to have handy.
Remember Time is Money
Moving an entire office can be stressful for everyone involved. Make sure that you have everything planned well in advance and that you have clearly communicated to all team members what will happen.
Let Browning Moving & Storage help your company with its relocation. Contact us today!