Relocating your office location requires a lot of time and planning. The moving process might even stress the business owner as there are many things to get in order and one might be overwhelmed. It is hard to know what to do first and even harder making sure one hasn’t left out anything important. A successful office relocation requires a lot of coordination, cooperation, and organisation.
Before you start panicking on what to do, here’s a checklist to help you keep in track with your moving process. Follow the steps below and you will soon be on your way in your new office area!
3 months before moving day
It is best to allocate three months before moving day for your business.
- Select an office location
If you have not done so, this is a good time! Here are a few questions you can ask to ensure what you want in a business location:
Question 1. Is it large enough for your employees?
Question 2. What’s the security like?
Question 3. Can you afford it?
Question 4. Is there room for expansion?
Question 5. Who is responsible for maintenance?
Question 6. Are you allowed to redecorate?
Question 7. Are there sufficient power sockets?
Question 8. Is there a kitchen?
Question 9. Do all of the windows open?
Question 10. Is there anything nearby that can disturb you?
Scouting for a new business location takes time to evaluate and find the most suitable one for your nature of the business. Make a list of preferable locations to help you better. Hence, you will be able to compare each option. Do this as soon as possible as moving day is coming near.
6 weeks before moving day
HR manager looking through a magnifying glass on job candidates. Employee hiring research concept. Modern colorful flat style vector illustration isolated on white background.
Task 1: Assign roles to your employees
Divide and conquer. The same can be applied to your employees. Every employee should know what he or she is responsible for packing, moving, and doing before, during, and after the move.
Task 2: Find out anything that needs to be upgraded or replaced
It is wise to inspect your new office to make sure the technology and telecommunication are compatible. If your new office doesn’t come with furniture, you will have to take time to measure and purchase furniture for your office. Anything found lacking or deficient in that regard should be dealt with before moving day to ensure all computers, phones, and other technological systems can be easily set up as soon as possible after the move.
To aid anything that has to do with technology, the IT employees should be the first ones at the new office to set up all the equipment.
Task 3: Backup your company data from the computer system
The worse thing that can happen is missing or messed up data after the move. Be sure to backup properly by transferring your files to an external hard drive or flash drive and do it again by uploading them to a cloud storage service. Don’t skip this step, ever.
1 month before moving day
Time is running out! But here’s a checklist to monitor your progress:
- Ensure new furniture and equipment will be delivered before the move.
- Confirm your moving date with your chosen movers company.
If you haven’t done this step, Royal Relocations is a good choice.
- Send notices to clients, making sure that all your clients know about the move well in advance.
- Organize an e-mail campaign to inform everyone, and remind individual employees to contact their personal clients regarding the move.
3 weeks before moving day
Here you can:
- Inform suppliers and other important people about the move. This may include gardeners, cleaners, and the government.
- Order new office stationery for your new location.
2 weeks before moving day
- Make sure you have your phone lines and internet installed at the new office at this point. It’s better to do this while the office is still empty.
- Try to transfer telephone numbers. If you can’t, set up forwarding.
- Redirect your post.
- Have your essentials ready.
- Arrange for external storage of things like desks and IT equipment if you need it.
- Confirm details of your move plan with the mover company.
- Label things following the move plan.
- Arrange for employees to visit the new site to familiarize themselves with it.
1 weeks before moving day
- Hire a cleaner to leave the office in the best condition.
( This is only necessary if the building doesn’t already have a cleaning service to handle this.)
- Ensure you leave the old office clean for the owner.
- Make sure your furniture is ready to be delivered and set up.
- Ensure cables, servers, and wiring is set-up properly.
- Set up large pieces of furniture if possible.
- Find a packing service of possible to allow business to continue as usual.
- Finalise the start time on the day of the move.
- Decide whether employees will help you on the moving day itself, have the day off or work from home.
- Make sure everything is ready to go.
- Start putting up your furniture early.
Here we will talk about the requirements of relocating domestically and internationally.
a. Domestic Relocation
Domestic relocation brings moving locally whether to another area but within the same country. Here’s what you have to do before you start moving.
- Update all business information with the new address
You would want people to be able to locate your new business location with ease. Updating your employees’ business cards as well as the business website address can be the first steps to address this. Next, you would want to update the new address in all your company’s accounts such as credit cards, bank accounts, and any automatic payments. You should also make arrangements to have all mails forwarded to your new location.
- Update your current vendors
It is also cordial to inform your vendors at the new and old locations to ensure all utilities are properly shut down as well as up and running at the new office.
b. International Relocation
However, if your business location is moving overseas, there are a little bit more matters to handle but none that is not manageable.
- International moving permission
Before you start the business moving process, you will have to make sure that you have the right and permission to move your business and work in your chosen country. Many countries welcome foreign business opportunities that offer opportunities for local employment and tax gains, which means it can be easier to acquire permission than an individual heading out looking for work.
Getting permission or the right to operate your business in another country will take a lot of time due to paperwork as they will look at your business’ evidence of profitability. This also differs from country to country, which may also impact your decision of where exactly to relocate your business to.
It is advisable to do proper research on areas you wish to settle your business in as well as to talk to the experts such as the immigration boards, embassies and brands that have made similar moves around the area.
- Employees and their family moving plan
For businesses that relocate overseas, they will either have to let go of their employees and hire local help, or they can have the employees relocate together with them. To ensure a smooth transition for your employees, their families can also move together, and support should be extended to them. In many cases, the spouse of the employee may not be eligible to work in the host country, so helping them develop a social network can assist them in feeling settled.
- Find a reputable corporate mover
Getting the right people involved in aiding the relocation process can make everything seem easier. These professionals would know what needs to be done to ensure a smooth transition from your old place to your new one.
Royal Relocations is one such office mover that can help you in your office relocation phase. Having 16 years of moving service experience under their belt, you can be assured that you are in good hands! Not only do they specialise in domestic relocation, but also international relocation, taking on moving projects no matter big or small. They are also well-versed with the entire moving process necessary from A to Z, making your business relocation process a breeze!