Relocating your office can be a challenging exercise if there is no proper planning.
It's important to make the necessary arrangements before moving to a new space. Ensure your business operations are in order. Delegate some of the moving responsibilities to some of your reliable employees to facilitate a flawless transition. They can help by liaising with a professional moving service providers. It is also a great idea to create a budget and workable timeline. Additionally, ensure that your company's data and technology is well protected. It is also important you communicate to all the stakeholders about the relocation before you move. Let the employees, suppliers and consumers know that you are moving and the new location you want to move to. If you will not continue with your old service providers, ensure you terminate the contracts. Finally, ready the old office space for the incoming tenant. Strive to leave the space in good condition.
Make sure to re-evaluate the office lease agreement. Be informed that leaving before the agreed lease time and any damages to the premise may lead to penalties. Put a reliable team in charge of the relocation who will get quotations from several companies that offer moving services. You should also determine if insurance is required for your valuable equipment and furniture before drafting a budget.
All employees should be well informed of the moving date and the address to the new premises.
Ensure that your clients, service providers and partners are updated with relocation details and updated contact information.
During preparation, identify the suitable floor plan and layout of your new space.
Carry out an office inventory and see whether new furniture and equipment are required. Sign any necessary paperwork and lay out a moving day plan to be followed by the staff. During the relocation day, provide refreshments for the relocation team.
Make sure there is a clear definition of all the areas.
Ensure every equipment is well set up and employees have necessary passes and keys to the new building.
The cost of relocating your office to a new location will depend on the amount of inventory to be moved and the distance. Depending on the size of the office, average costs vary between $1,100 and $6,600 for an estimated area of 150 square metres. A space of 300 square metres ranges between $2,200 and $13,000. A bigger space of 1,000 square metres costs between $7,300 and $44,000.
Relocation companies usually give their fixed prices for their services. As a small business, you can request for hourly rates.You should allocate at least $30 per hour and at least $800 per truckload. The actual cost will however depend on number and size of items to be moved and the pricing of your company of choice.
You can also contact different movers for quotations and decide on the one that best suits your needs. Cost estimate can also be found by calculating the distance between the two locations. Allocate $1,100 if the distance is below 20km. However if it's between states, make it $3,600.
Company employees are a vital to the operations of the business. It is therefore important to prepare them when there's in need to relocate the offices to facilitate smooth transition from an old location to the new one. Ensure they are well informed about office moving and the new address to enable them prepare adequately. Let the staff know why the move is necessary for the business. Communication can be done through convening a meeting or through memos. Highlight how the relocation will impact the business and the employees at large. If staff will be greatly affected, management should find a way to compensating them. You should also assist staff in adapting to the relocation, let them know what's required of them during the move and avoid hurrying them up. Give them enough time to prepare their belongings. A detailed relocation plan will help them prepare best for move.