Making plans to move a business to a different location is far more complicated than selling a house and moving home. In most cases, the business must keep trading while the process of packing and moving is carried out to avoid clients, suppliers and other contacts feeling like it’s closing down.
To help you prepare appropriately, here are a few things you should do for the company to make the transition run smoother.
Set a Moving Date and Plan Around It
Whether you’re moving to a temporary office with more floor space or have already secured a larger permanent office for the business, you need to nail down the date in the calendar when the company will move into the new premises. With the date set, plans can be created to be timed around that date, but without a firm date too much is still up in the air which prevents action being taken.
Plan in Reverse
It’s a useful idea to plan the office move in reverse to see how things may plan out. You’ll need an office to move into that’s equipped with phone lines set up (for redirection of calls), power turned on, and internet connections that work (fully tested and are fast enough for the business’s needs).
Start with the need to transport key items to the new office. You’ll want to have some heat treated pallets for export that can be used within the U.S. to load supplies on and then be lifted and transported by fork lift truck directly into the waiting vans. Order some boxes, clear wrapping sheets on a roll, masking tape, and other essentials to secure each box. Number the boxes and keep an inventory of what is inside each box. And continue the reverse planning from there…
Use Project Planning
The process of completing a successful office move is not something that is just a couple of steps. Accordingly, you should use a project planning software tool to break it down into mini projects, set up individual tasks and assign different people to take responsibility for them. Set completion dates required for each task so that everyone knows what is expected and by when. There will be tasks that need other tasks to be completed first before they can start; this must be made clear at the planning stage to avoid hold ups.
Do You Need to Keep Both Offices Open?
Depending on how long it takes to arrange the move and the size of the operation being relocated, it may be necessary to keep both open and offices functional until the action is complete. This is especially true when moving to a completely new city but could also be the case when providing mission critical services that mustn’t stop even for a few hours. Plan and budget accordingly if you require some office overlap with the moving dates and ensure you have enough trained staff on hand to cover both locations too.
Moving offices is no easy task. It’s important to not cause clients to have any loss of confidence in the continued operation of the business to protect from a loss of revenue. Plan carefully to ensure nothing is missed and be sure to avoid a last-minute rush to get ready in time.