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Following the COVID-19 pandemic, research demonstrates that businesses relocate every seven years on average. There are several reasons why business owners may relocate their offices. No matter what your organizational circumstances are, there will come a time when your office space won't be enough to support all the technology and personnel required.

In this situation, you're likely to experience a complex change. Though change can be a valuable factor in the business world, it's also something that many employees and business owners have trouble managing.

Here's your step-by-step office relocation guide to help you manage all operations seamlessly while you prepare for the move.

Step 1: Determine the Reason Why Your Business Office Needs Relocation

Assess your business needs before you commit to the big move. It's important to identify the primary reasons for moving your office to help you plan a more robust and strategic process. Doing so will boost the morale of your staff and improve productivity. Most businesses move their office for the following reasons.

  • Business Growth

With the growth of your business, you're required to plan an expansion in terms of the physical environment. Relocation will help you customize your office design that best suits your teams practically and fit the ethos and values of your organization.

Whether you need more open space for collaboration, to introduce more workstations, and provide greater accessibility to meeting rooms, choose a new office space that will fulfill your team's requirements. It's a key consideration for businesses looking for an impeccable office for future growth.

  • Client Attraction

Your office space describes what your organization stands for. Having a comfortable office location is crucial to inviting more clients. The office space inhabited by your business leaves a lasting impact on your employees and staff. So, choosing a desirable location will provide your business with more gravitas and attract more clients.

  • Improved Productivity

Studies suggest that office relocation has a positive impact on 68% of the employees in the United States if done adequately. Choose a location for your office while considering the productivity of your employees. Since staff wellbeing depends on their productivity, be sure to maintain a work-life balance. You should also consider the factors of health and wellness when choosing a new office location. For instance, natural light and open space can affect the productivity of your staff and improve connectivity.

Trucks loaded with heavy office equipment

  • Talent Attraction

Office relocation enables access to a better/larger talent pool that will help you identify your organization's future leaders. Since your office location is the face of your business, make sure that it's an accessible hub for the next generation. If it's difficult to get to your office, you may not be able to find potential candidates as part of your plan.

Step 2: Plan the Office Move

A well-organized plan to move your office is a critical part of the transformation strategy. Make sure you follow helpful tips to create an efficient office relocation plan. First, create a schedule for the office relocation process and assign deadlines for the operating system setup. Evaluate the new location to better understand its utilities, IT capabilities, and facilities.

Blueprint the office space to determine the changes you will need to make in the IT infrastructures, fixtures, and workstations. You must also analyze how the moving process will influence any ongoing projects.

Step 3: Identification of Costs to Plan a Budget

Moving an office is costly, which is why you must identify all the underlying costs. This will help you set a reasonable budget. Consider the following expenses and add them to your checklist as a handy starting point to organize the primary office moving costs.  

  • Rent
  • Security
  • Deposits
  • Contract break fees
  • Relocation suppliers
  • Administrative agency fees
  • Insurance
  • Storage fees
  • Post redirection
  • Utilities
  • Refurbishment or interior design fees
  • Services Charges

Labeling the box of fragile office items

Step 4: Project Task Checklist

When deciding to change your office, you must have a plan in place to avoid missing the details. For assistance during the relocation project, hire commercial office movers and appoint a person from your employees to manage the entire process, including planning, responding to queries, and budgeting.

Professional office movers will complete the project in a lesser time, will save you money, and transport objects in a safer way.

Establish your priorities to ensure what you're looking for with your office move, and don't leave it all for the last minute. That's because procrastinating during the relocation process will be stressful for both the business owners and employees.

Focus on the finer details and make a list of all the necessary supplies you will need during the relocation project. Some of the most important ones include:

  • Storage boxes in different sizes
  • Packing papers and bubbles wrap for fragile items
  • A packing desk/table
  • Labels and permanent markers
  • Air-filled padding material

Step 5: Office Equipment Preparation

Before moving your office, determine what IT and telecommunication assets you want to take along and whether they work well with the IT new infrastructure. You may end up deciding to upgrade various parts of your communication strategy.

Step 6: Security Management

The administrative details during your office relocation must not be ignored. When managing your network security, create an inventory of your assets to develop a plan to protect your information transit. Enlist all your employees and allow them the network access rights. Moreover, update all your security policies and solutions when needed and assess the contracts.

Professional movers moving furniture

About the Author

The author is a project manager at Valley Relocation & Storage, one of Sacramento's leading commercial moving companies. He specializes in strategic planning for commercial relocation and managing post-construction cleanup for both small and large businesses. He's also an interior design advisor who likes blogging about the latest upgrades, especially when moving from one location to another. He likes playing football in his free time.  

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