Office Relocation: 101 Guide

Office moving is a challenging task. As a top-rated office relocation company we know all the ins and outs of moving your business – not just the desk and computers but also your business as a whole.

Having worked with over 200+ companies before, Sett Movers knows all the ins and outs of moving offices! This is why we decided to help you better understand all the best practices when it comes to office moves!

Relocating an office can offer numerous benefits, but it also comes with its own set of challenges.

Why Office Relocation Matters: Benefits and Challenges

Benefits of Moving Office

• Better Location: Having your business located in a prime location is a must. For reasons that are more than obvious a lot of businesses decide to move or open up branches in prime locations to boost their visibility.
• More Space: If your business is growing, moving to a larger space can provide the room you need for expansion, more meeting rooms, or better facilities.
• Improved Facilities: A new office might offer updated amenities, better technology, and more modern designs
• Cost Savings: Sometimes, relocating can lead to lower rent or operational costs, especially if you move to an area with more affordable rates.

Challenges of Relocating Office

• Business Downtime:: Moving can cause temporary disruptions to your operations. It’s important to plan carefully to minimize downtime.
• Costs: Beyond just the moving expenses, there can be hidden costs such as setting up new utilities, updating addresses, and potential downtime.
• Employee Adjustment: Employees may need time to adjust to the new location, and it might affect their commute or work-life balance.
• Coordination Complexity: The logistics of moving equipment, setting up new systems, and ensuring everything is ready for a smooth transition can be complex and require detailed planning.

Planning an Office Move: Key Steps for Success

Planning an office move involves several important steps to make sure everything goes smoothly. Here’s a simple guide on how to plan an office move successfully:

1. Set Your Goals: Decide why you’re moving and what you want to achieve. This could be getting more space, a better location, or modern facilities.
2. Form a Moving Team: Pick a group of people from different departments to help with the move. Each person can handle different parts of the process. You can skip this process if you hire our office relocation company.
3. Make a Detailed Plan: Write down every step of the move, from packing up the old office to setting up the new one. Include timelines and who is responsible for what.
4. Budget for the Move: Figure out how much the move will cost, including moving services, new furniture, and any unexpected expenses. Having a clear budget helps you avoid surprises.
5. Notify Everyone: Let employees, clients, and suppliers know about the move well in advance so they can prepare for it.
6. Pack and Move: Start packing non-essential items early. Clearly label boxes and decide if you want to hire professional movers or handle it yourself. Move essential items last to keep business running smoothly.
7. Set Up the New Office: Once you’re in the new location, focus on arranging workstations, setting up technology, and making sure everything works before you start working normally again.

Hire A Professional Office Moving Company

Let’s be real. Nobody likes to move their desk to a new place, and most employees would have a hard time adjusting to a new office. This is where a professional moving company comes into play. They can arrange everything we’ve discussed in our 101 guide to office moves! A professional office moving company can handle all the heavy lifting—literally and figuratively.

A professional commercial moving company knows how to pack, transport, and set up your office quickly and safely, making sure everything is in the right place. By taking care of the logistics, they help your team adjust more easily and keep your business running with as little disruption as possible.

How To Coordinate Your Move?

Now that you’re familiar with our office move checklist, it’s time to dive into how to coordinate the move efficiently. If you’re reading this, you’re probably moving to a large office with multiple departments. Beyond just the heavy lifting, it’s important that every department follows the plan, and that you assign a project manager for each department to keep things on track. Here is a simplified 3-step list to consider:

1. Communicate with Your Employees

It’s important to keep your employees in the loop about the move. Let them know about it as early as possible and give them regular updates on what’s happening. Make sure to listen to their concerns, like how the move might change their daily routines or commute.

2. Assign a Project Manager

Choosing one person to manage the move can make the process much smoother. This person will be in charge of planning and coordinating everything, from working with the moving company to making sure deadlines are met. The project manager will also be the go-to person for employees, vendors, and contractors, making it easier to keep everything on track.

3. Protect Your Data

Protecting your company’s data during the move is crucial. Before moving, make sure all important files are backed up and that any physical documents are packed securely. It’s a good idea to have your IT team or a professional handle the setup and takedown of computers and servers to avoid any data loss.

IT and Technology Setup

But this is just the tip of the iceberg when it comes to IT stuff. For any large corporate office move, handling IT with expertise is critical. Beyond the basic setup, you’ll need to consider data security, proper cabling, and the integration of new technology. Planning ahead for potential IT challenges, like data migration or system upgrades, can save you from costly downtime. Additionally, make sure your team has a clear disaster recovery plan in place to protect your business from any unexpected setbacks. Getting IT right from the start ensures your business can hit the ground running in its new location. Here is a 2 step process to follow:

• Immediate IT Setup: Prioritize getting your network, servers, and workstations up and running as soon as you arrive at the new location. This is key to minimizing downtime and ensuring a quick return to normal business operations.
• Prepare for Troubleshooting: Expect some technical hiccups during the initial setup. Having IT support readily available in the first few days will help you quickly resolve any issues and keep things on track.

Plan a Welcome Event

After you’ve settled into your new space, consider hosting a welcome event for your employees and clients. This can help foster a sense of community and excitement about the new location. It’s also a great opportunity to show off your new office and strengthen relationships with clients and employees alike.