Office relocation can be one of the most time-consuming and stressful experiences if not properly strategized and executed. Whether moving to a new office in the same city or transitioning to a different location altogether, it needs meticulous preparation, logistics planning, and ensuring safe transportation of workplace property.
Research from a survey suggests that 67% of the respondents find office relocation challenging, while 30% consider it a distraction. However, with our helpful guide, you can ensure faster and more efficient relocation of heavy furniture, office devices, and all other office equipment.
So, let’s delve into these valuable insights and pave the way for a seamless transition to your new office space.
Hire an Experienced, Reliable Moving Company
When it comes to moving offices, hiring a professional local moving company can make a huge difference in ensuring a smooth and efficient transition, particularly in a bustling city like Chicago. Even as a global center for thriving businesses, office land has remained relatively flat in Chicago since 2021. According to a report by JLL, the amount of office land in Chicago decreased by 0.5% in 2021.
Many businesses are moving to shared offices and co-working spaces. However, navigating through the busy streets of Chicago to move can be challenging for businesses. Collaborating with a reliable moving company familiar with the city’s layout, traffic patterns, and parking regulations can significantly help.
The local movers in Chicago can efficiently plan the routes and evade potential hindrances in your way.
If you are looking for an experienced local mover in Chicago, there’s no better-moving company than Blackhawk Moving & Storage. A local company like Blackhawk Moving & Storage accommodates small businesses and multinational corporations, providing budget-friendly services with custom moving plans tailored to each business’s needs.
Create a Detailed To-Do Moving List
Planning an office relocation requires careful consideration of key aspects of moving. Thus, a carefully-curated plan should cover everything from furniture fittings to handling filing cabinets. Urgent preparations may include communicating with the moving company, budgeting, ordering packing supplies, booking storage spaces, etc.
It is also recommended to track the work process for the next few weeks before moving, so you can get on track when your relocation to the new space is complete. Begin by outlining key tasks and deadlines, including inventory assessment, notifying stakeholders, and coordinating with vendors and service providers.
By following a detailed checklist, you can stay organized, prioritize crucial tasks, and ensure no essential steps are overlooked.
Determine a Moving Budget
One of the most crucial aspects of office relocation is budgeting your real estate needs, so you may know what to narrow down when browsing options. Whether you rent or purchase a new property, reserve a considerable part of your budget to cover the rent or purchase price of the building. The extra expenses include utilities, insurance, maintenance, renovations, and moving costs.
Your budget will determine whether buying or leasing is suitable for your business operations. If you are a start-up with limited working capital, then leasing may be the right choice. However, buying an office property can be a budget-friendly option for an established business with extensive extra working capital and frequent renovation requirements.
Motivate Employees by Delegating Responsibilities
Office relocation has a significant impact on one of the most crucial stakeholders within a company: its employees. Thus, it is essential to keep them in a loop to foster a sense of teamwork and ownership. The major information, such as the company’s new address, updated phone and fax numbers, and packing rules, should be communicated to the workers. This can be done by creating a committee of voluntary teams, each assigned to deliver opinions, suggestions, and assistance to achieve a satisfactory move.
For example, an IT team can be responsible for backing up and migrating the data, while the HR department can coordinate the transfer of necessary documents and update employees’ information before the move. This engagement will lighten the workload and empower your employees to contribute to the move.
Create an Office Inventory List
Creating an office inventory list is necessary to ensure everything is moved to the new place. An average size office contains multiple types of equipment, furniture, gadgets, printers, desktop, etc.
This means that the list should include the listed equipment and important document that belongs in your office or a part of someone’s cubicle. The inventory list also includes personal items, such as plants, art pieces, or decorative items that may be needed when you relocate. Decide which items you want to keep and which items should be sold or discarded completely.
Once you have the inventory list ready, you can refer back to make changes to ensure no discrepancies in what gets packed and what should securely reach the final destination.
Update your Office Address Everywhere
After you have packed the office equipment and furniture boxes for the new office space, it is time to update your office address with all the financial institutions, government, and private organizations. This will reduce the chances of any future legal issues.
You should inform the following authorities about the address change with a formal letter:
- Postal Agencies
- Insurance Providers
- Websites And Directory Listings
- State agencies like the IRS and state tax authorities
In addition, learn how to update your office address with federal and state services. Make sure to inform your customers about your new moving address, preferably by hanging a sign in the old location to direct the regular customers to the updated location.
Wrapping up
Relocation is no joke, so examining the situation and making informed decisions is important. Your role starts with planning the process, hiring a move manager, and communicating the change with all the stakeholders to ensure a smooth transition to your new office.
Now that you know valuable tips for relocating make sure to also plan for contingencies and take one step at a time. If you feel overwhelmed, contact professional movers who can offer assistance.
With security, communication, and teamwork, your office relocation can be a success, allowing your business to thrive in its new space.
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