How To Organize and Move a Business Office
How to Book a Mover
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Moving Tips For Businesses Owners
Have you ever wondered why some businesses stay at the same location for several years? Maybe it's because they already know that moving from one office space to another can be a daunting task. Unlike moving from house to house, an office move is challenging since you are responsible for moving much bigger items and equipment.
With an office move, leaving something behind is not an option because every file and every piece of paperwork missing can be detrimental to the company. When it comes to moving offices, there are a few key considerations to ensure a seamless transition.
Organize Your Office Move Like a Pro
Moving to a new office space can be an exciting opportunity for any business. Unlike residential moving, commercial moves involve much more complex planning and coordination. It often requires strict deadlines and time periods to guarantee that business activities are not significantly impacted.
With the right moving tips and a comprehensive guide, you can ensure a smooth and stress-free relocation. One of the best ways to ensure a smooth transition is to work with a commercial real estate agent or an office manager who can provide expertise and guidance throughout the process.
Have a Moving Plan
It's important to approach the move with a solid plan. Begin several months in advance to ensure that everything is organized and executed smoothly. Start by creating a detailed move plan that outlines the timeline, budget, and specific requirements for the new office space. This may include additional conference rooms or other features that your current space may not have. As part of your move plan, create an office moving checklist that covers everything from packing and labeling boxes to transferring utilities and updating your company's address.
Sample Office Moving Checklist:
1. Timeline: Set key dates for packing, inspections, and moving days.
2. Inventory: List all office furniture, electronics, and documents.
3. Supplies: Order packing materials such as boxes, labels, and protective wraps.
4. Address Updates: Notify USPS, Google My Business, social media platforms, vendors, and clients of your new address.
5. Utilities: Schedule disconnection and reactivation for electricity, water, phone, and internet services.
6. Floor Plan: Plan the layout of the new office, including furniture placement and department locations.
7. Tech Backup: Back up important files and disconnect equipment correctly.
8 Employee Communication: Share detailed plans, schedules, and responsibilities with the team.
Start Early
To make a successful office move, start planning three to five months before the actual move. Creating a comprehensive moving checklist can help keep the move organized and on track. With this much time to prepare for your office move, you ensure that your business is operational within a day or two after the move.
Establish a shut-off and start-up date for the new office and arrange for the transfer of your utilities to the new location. Don't forget to install your phone and internet as well. Your task force should be able to assist you in determining what you need. Determine the number of phones you'll require and your internet setup strategy.
Inform Your Employees
Communicate the move-in day and your new office address via email and post the information on your company website. To inform staff of the major change, prepare a thorough email, newsletter, town hall presentation, or quick video. Whatever format you decide on, the announcement needs to be detailed. All necessary information must be provided to employees in the communication. The more information you include in the message, the easier it will be to understand all the stages involved in your office move.
Make sure to add any pertinent tasks to your main to-do list when you compose the announcement. Include "creating and distributing checklist" as an action item in your schedule if, for instance, your announcement guarantees staff that they will receive a comprehensive "office move checklist for employees" of to-dos before moving day.
Speak with employees to gain their views once the announcement has had time to sink in for a few weeks. Request input on parts of the relocation or the new workplace that you can feasibly influence, and incorporate those suggestions into your planning process.
To keep employees engaged during the move, involve them in the process:
1. Pre-Move Surveys: Ask for feedback on preferred amenities and workspace preferences for the new office.
2. Employee Committees: Form teams to help with tasks like packing, layout planning, or decorating shared areas.
3. Preview Tours: Arrange visits to the new office to give employees a sense of ownership and excitement.
Appoint a Person In Charge To Be Responsible For The Office Move
Establishing who will be in charge of the move is the first step in planning.
Moving requires a multi-year commitment and significant strategic planning for the company's long-term objectives. An office transfer also affects the company's brand image and has a significant effect on spending and output. Therefore, it makes sense that business executives would want to be closely involved in the relocation process.
Moving, however, can become a major distraction; therefore, managers must maintain control of the company's direction to keep productivity levels high. Like any other important business project, it requires a designated move point person who can frequently update them on progress.
Best Time of Year to Move an Office
Choosing the optimal time of year to move your office can significantly impact the success and ease of the transition. Factors like weather, business cycles, and lease terms are key when deciding the best time for an office move. Here are the pros and cons of moving during different seasons to help you choose a time that minimizes disruption.
1. Spring and Fall: Ideal Conditions
• Weather: Moderate temperatures and fewer extreme weather conditions make spring and fall ideal for moving. There’s less risk of heat-related issues or icy roads, which can simplify the logistics.
• Business Cycles: For many businesses, these seasons are less hectic compared to the summer rush and holiday season, allowing more flexibility to manage the move without compromising productivity.
• Lease Terms: Often, lease negotiations and renewals occur at the start or end of fiscal years, aligning well with spring and fall moves. This can provide an opportunity to synchronize your lease end with your moving date, potentially saving costs.
2. Summer: High Activity and Availability
• Weather: Although summer can be hot, it offers long daylight hours, which can be advantageous for moving.
• Business Cycles: While summer might be peak vacation time for many, it can also be a slower period for some industries. This can be leveraged to conduct the move with less impact on daily operations.
• Availability: Many moving companies have more availability during the summer, making it easier to schedule and possibly negotiate better rates.
3. Winter: Cost Savings and Challenges
• Weather: Winter presents challenges such as snow, ice, and shorter daylight hours. However, careful planning can mitigate these risks.
• Business Cycles: The end of the year might be a slower period for some businesses, particularly those not in retail. This downtime can be used strategically to move without affecting operations significantly.
• Cost Savings: Moving companies often have lower rates during the winter months due to decreased demand. This can result in significant cost savings.
Reschedule Meetings and Appointments If Needed
To ensure a smooth office move, set aside three days before and after the relocation for important deadlines, client meetings, or major presentations. This buffer helps avoid disruptions from unpacking or setting up equipment.
Take Inventory
The next step is to take inventory of office equipment, furniture, and cabinets. Strap or tie your cabinets tightly so that the contents do not fall out during the move to the new office. Measure these cabinets and equipment to determine where they will fit in the new office. Label each piece of office equipment, furniture, and cabinet with either the employee's name or the department's name.
Have a copy of the new office floor plan to easily delegate each employee and department's office space, ensuring business can resume within days of moving in. This will also eliminate stress for both the movers as well as your employees.
Get Moving Quotes
Industry data from the American Moving & Storage Association shows that local office moves cost between $1,000 and $5,000 on average. Long-distance moves can range from $10,000 to $50,000 or more, depending on the business size and distance. Seasonal trends affect pricing, with moving costs typically 15-20% higher during the summer when demand peaks.
Consider hiring professional movers to assist with the heavy lifting and logistics. It's time for you to request price estimates from a few nearby movers. But first, think about your budget and look for a business that fits within it. Evaluate the cost of moving from at least three to four businesses. You'll get a general notion of the move's potential cost from this. Then, choose the moving company whose appearance you like the most. Do they provide all you require? Do you need any extra services that you haven't thought of yet?
Make sure you don't choose the quote that is the lowest price out of habit. This is because the mover might not provide you with all you require. Although they may be the least expensive around, they might not provide high-quality services.
Ask Employees To Pack Their Personal Belongings
The heavy lifting may be delegated to a moving company, but having each employee responsible for their workspace will make a big difference. It is best to let your staff know in advance when it is time for them to pack up their desks so they are not scrambling at the last minute. You might need to give your staff some time off the day before the move so they can properly set up their desks.
Suggest to your team that they mark their belongings and office supplies so the movers can organize them according to the layout map. Label the appropriate places in your new office using name cards.
Legal Considerations When Moving a Business Office
When moving a business office, there are several legal aspects you must consider to ensure a smooth transition and avoid potential pitfalls. Understanding these elements can save you from unexpected issues and help you stay compliant with local regulations.
Lease Agreements
• Review Your Current Lease: Before making any move, carefully review your existing lease agreement. Look for clauses related to early termination, subleasing, and any penalties for breaking the lease early.
• New Lease Negotiation: When negotiating a new lease, ensure it aligns with your business needs. Consider factors like lease terms, rent escalation clauses, and the ability to make modifications to the space.
• Legal Counsel: It’s wise to consult with a real estate attorney to understand the implications of your lease agreements and to help negotiate favorable terms for your new location.
Permits and Licensing
• Permits Required for Moving: Some jurisdictions require permits for moving large quantities of goods, especially if it involves blocking streets or using special equipment. Check with local authorities to ensure you have all necessary permits.
• Zoning Laws: Make sure the new office location complies with local zoning laws. This includes understanding restrictions on the type of business activities allowed in the area and any specific operational requirements.
• Business Licenses: Update your business licenses to reflect your new address. This may involve notifying local government offices and obtaining new licenses if required.
Compliance with Local Regulations
• Building Codes: Ensure the new office space meets all local building codes. This includes compliance with fire safety standards, accessibility requirements, and any other health and safety regulations.
• Environmental Regulations: If your business involves any activities that impact the environment, such as manufacturing or chemical storage, verify that the new location complies with all relevant environmental regulations.
• Employment Laws: Moving to a new location might affect your employees’ commute and working conditions. Ensure compliance with local employment laws, including any requirements for notifying employees about changes in work location and conditions.
Crisis Management During Office Relocation
Office relocations can bring unexpected problems like delays, equipment damage, or IT issues, even with detailed planning. A strong plan for handling these issues can help your business adapt and reduce interruptions.
1. Create a Backup Plan
Before the move, think about possible risks and prepare for them. For example:
• Delays: Book temporary coworking spaces or use virtual meeting tools to keep operations running.
• Damages: Get insurance for office equipment and furniture to cover potential losses.
• IT Issues: Arrange for temporary IT support or backup systems to keep essential functions running.
2. Assign a Team for Emergencies
Choose team members to manage specific issues during the move, like logistics, IT troubleshooting, and communication with vendors. Make sure employees know who to contact if problems arise.
3. Keep Everyone Updated
Share regular updates with clients, vendors, and employees about any timeline or operation changes. Clear communication manages expectations and keeps trust intact.
4. Track Progress and Adjust Quickly
Use project management tools to monitor the move and quickly address any problems.
5. Review and Learn After the Move
After the move, review how issues were handled and identify ways to improve. Keep a record of lessons learned for future relocations.
Help Your Movers
Commercial movers are experienced professionals who help businesses relocate to new office spaces efficiently and safely. Work with your moving team to determine the best way to transport your office equipment and supplies. This may involve using specialized moving containers or equipment, depending on the size and nature of your business.
Another way that employees can assist the local movers is by packing and boxing their own belongings. Office managers should ensure that all employees are aware of their responsibilities and follow through with them. Perhaps these office managers should also come up with a deadline for employees to have their belongings all packed up and ready to be moved.
If you are moving from a ground-floor office to an upper-floor space, notify the movers. Does the building have elevators for the movers to easily access the new space, or is there only a staircase? These are the answers you need to provide your moving company so that they can determine if they are ready to take on your business or not.
Get Rid of Things That Don't Serve You
From time to time during the move, there would be equipment and documents that you may need to get rid of. Shred all documents before the move and try your hardest to sell the furniture so as to recoup your moving expenses. If this is not possible, label the items that need to be thrown out as "trash" so that the movers are aware that these items are not to be moved to the new office.
If you're not taking your current office furniture with you, consider offering it to your landlord or donating it to a local charity. It's also important to ensure that your employees are aware of the move and the details surrounding it.
Order any equipment your business is replacing or upgrading now to arrive by moving day if it will take months to construct or ship.
Prepare Computers and Save Your Data
When moving computers, they should be disconnected and their wires twist-tied, labeled, and placed in a box. You may also want to write the employee's name on the box as well. Similarly, disconnect the wires and cords from the photocopy machines and printers and remember to remove the inks and fluids from them as well so as not to have a spill in the boxes.
During a move, your devices and files are at risk. Faulty servers or hard disks can lead to losing important records, potentially causing identity theft. Back up your data and protect it while traveling to prevent loss or security issues. Organize notes, paperwork, and other moving-related items by deciding where to store them and how to keep them neat.
Make sure you have a plan in place for access cards and key fobs to the new office. The new space could require updating security policies and practices as well.
To reduce risks during the move:
1. Encrypt Data: Protect sensitive files by encrypting them before backup.
2. Cloud Backup: Use secure cloud storage to create backups for important data.
3. Professional IT Support: Hire technicians to handle equipment relocation and reduce downtime.
Tools and Software
Using digital tools can make the office relocation process easier and more organized. These tools help ensure no details are missed. Below are key tool categories to consider:
1. Inventory Tracking
Use inventory tools to keep track of assets, equipment, and furniture during the move.
Examples: Sortly, Asset Panda, Zoho Inventory.
2. Employee Communication
Keep employees updated and involved using communication platforms.
Examples: Slack for messaging, Zoom for meetings, Trello for updates and announcements.
3. Project Management
Manage tasks efficiently with project management software to plan, execute, and monitor progress.
Examples: Asana, Monday.com, Microsoft Planner.
4. Document Storage
Keep important files accessible and safe during the move with cloud storage tools.
Examples: Google Workspace, Dropbox, OneDrive.
Update Your Address
Inform your suppliers and clients of your relocation plans, new business address, and anticipated return to normal operations. Update your letterhead, website, phone number, business cards, and social media accounts. In the month before your move, you should also contact Google to have your address and web listing updated.
Moving isn't as stressful as it seems. You will be able to settle into your new office easily if you abide by these office relocation suggestions, which cover everything from organizing the move to backing up your data to interacting with clients, vendors, and staff.
Example Announcement Template for Clients and Vendors
Subject: [Business Name] is Moving to a New Location.
Dear [Client/Vendor],
We’re happy to let you know that our office will be moving to a new location on [Date]. Our new address will be:
[New Address]
Our phone numbers and email addresses will stay the same, so communication won’t be interrupted. Please update your records with our new address. If you have any questions, contact us at [Contact Information].
Thank you for your support. We can’t wait to welcome you to our new office!
Best regards,
[Your Name]
[Your Position]
Update your business information on LinkedIn, Facebook, Instagram, Google My Business, USPS, and vendor directories to keep communication consistent.
Moving Date
The moving date is a critical aspect of any office relocation process. Ensure everyone involved in the move is aware of the date and understands their responsibilities leading up to and on the day of the move. This includes office management, team members, and the movers. Everyone should know the office location, the new address, and any logistical concerns that may arise during the move. This helps ensure the move goes smoothly and that any potential issues are addressed promptly.
Communicate effectively with your office movers and team members to ensure everyone is on the same page and working together to minimize any potential disruptions to business operations. With everyone working together and staying organized, the moving day can be a success, and your business can quickly get back to business as normal in its new location.
Breaking Down the Office Moving Costs
Organizing an office move involves various costs, some obvious and some not so obvious. Below is a detailed breakdown of potential expenses to consider when planning your office relocation.
Leasing and Real Estate Fees
• Broker fees: Expect to pay 1-2 months' rent or 4-6% of the total lease value.
• Legal fees: Generally, these range from $2,000 to $5,000 for contract reviews.
• Early termination fees: These can vary widely but often equates to several months' rent.
Infrastructure Adjustments
• Minor renovations: Costs can range from $5 to $20 per square foot.
• Major construction: If needed, costs escalate to $50 to $150 per square foot.
• Electrical upgrades: Typically, between $2,000 and $10,000.
Moving and Transportation
• Local moves: Usually range from $1,000 to $5,000.
• Long-distance moves: Start from $10,000, depending on distance and volume.
• Special handling: Additional fees can be several hundred dollars.
Technology and Equipment
• IT professional services: Rates typically range from $100 to $150 per hour.
• Reconnecting systems: Costs could range from $500 to $3,000.
Furniture and Decor
• New furniture: Costs can range from $10,000 to $50,000.
• Disposal of old furniture: Typically $500 to $2,000 for removal services.
Operational Downtime
• Consider calculating the daily revenue to estimate losses based on non-operational days.
Insurance and Risk Management
• Move insurance: This can range from $500 to $2,000, depending on asset value.
After Your Move
Test your IT systems, phones, computers, Wi-Fi, and cable connections. To ensure that your company can quickly resume operations, test your system and perform any necessary troubleshooting.
Confirm the end of your current lease and any changes to your address. Make that your old lease was correctly ended, all of your clients and business partners were informed of your transfer, and your new address is being promoted accurately. If necessary, go the extra mile and make those checks.
Employers should be assigned to unpack, tag furniture and equipment, and stock supply cabinets. Assign staff the responsibility of unpacking and refilling.
Take into account the design and layout of your new office. This could be an excellent chance to reconsider your office design and make adjustments that better reflect the culture and values of your business.
Frequently Asked Questions
How do I handle legal disputes with a landlord over early lease termination?
Hire a real estate attorney to review your lease and explain your legal options. Keep all communications with the landlord documented. If the lease allows, consider subleasing to reduce financial risks.
What are the best ways to minimize downtime during an office move?
Schedule the move during weekends or non-working hours. Use coworking spaces to keep operations running. Set up critical equipment and utilities first. Assign tasks to employees and use project management tools to stay organized.
Are there tax benefits or deductions associated with office relocation expenses?
Some costs, like moving supplies and hiring movers, might qualify for tax deductions. Consult a tax advisor to check IRS rules and keep detailed records of all moving expenses.
How do I ensure compliance with international regulations if relocating abroad?
Work with a customs broker or international mover to understand local laws. Update business registrations and licenses. Check your new location's labor, import/export, and zoning laws.
What are the key indicators that an office move is overdue?
Signs include crowded workspaces, old equipment, high rent, or trouble attracting employees due to location. Lower productivity or poor customer access can also signal it's time to relocate.
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About the Author:
Margarita Hakobyan is the founder and CEO of MoversCorp.com. She has published more than 300 articles about moving, storage, and home organizing, making her a moving specialist since she began writing about the moving industry in 2005.
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