Relocating your business is a complicated process that requires planning, organization and diligence. At Kelvin moves it, we strive to make those transitions for our clients as smooth as possible. We have created this guide to help you with your move.
PLAN AHEAD
Create a time line that will allow for all the necessary stages of your move. This will need to be discussed with the rest of your moving team or with the managers and supervisors to ensure that it is feasible. For a small office, you’ll need at least three months to prepare and for a medium to large office, at least six to eight months. The key is to start as early as possible.
The next step is to collect all information on the new space. Try to acquire blue prints or floor layouts so you can identify key components such as electrical outlets, storage space, etc. and most importantly, to determine the new office layout. It is also a good idea to have a general layout plan for your current space so you can compare the two; if there are areas in the current office that are not working, identify them so those issues can be resolved in your new space.
Also, make a list of potential problems with the new space, such as a smaller reception area or less storage area or perhaps a larger open space that may require more cubicles or temporary walls. It may be necessary to hire carpenters or painters if walls need to be constructed or painted. For major renovations, keep in mind what is required for building permits and how much time those permits may take to acquire. This may have been addressed when the new space was acquired, but just make sure that no additional construction or cosmetic changes need to be completed prior to the move.
PEOPLE
An office relocation can bring out a multitude of changes for any organization. These changes need to be managed in a sensitive and empathetic way in order to encourage positive behavior and increased productivity within your workforce. When it comes to an office move, there is an entire labyrinth of tasks to think about; including staff consultation, employment law, changes to employment contracts – as well as the need for a comprehensive internal communication strategy that informs, updates and manages the relocation correctly for staff.
ANNOUNCE THE OFFICE MOVE Transparency is key to the welfare of your staff during an office move.
SHARE THE FLOOR PLAN If your employees know ahead of time what to expect from the new space there will be a shorter adjustment period.
EMPLOYMENT LAW Changing your employees’ workplace location may involve reviewing employment contracts.
BE CLEAR ABOUT REASONS FOR MOVING Staff can easily become disengaged and uncertain about their future with the company if they don’t know the reasons behind the move. Employees are much more likely to be supportive if they feel part of the process.
HOLD EMPLOYEE FORUMS Provides a great platform for staff to air their concerns, ask questions and support one another. This can be done in person or online through your intranet.
GET BUY-IN It’s important that your staff feel enthused about their new office space. Informing your staff about what the new space has to offer and sharing photos and the design process will help them feel part of the plan and part of the bigger picture.
CHANGE OF ADDRESS
Change of address is one of the most important pieces of information that needs to be shared in as many different ways as possible.
- Alert your customers with change-of-address cards.
- Make sure that all your important mail such as bank statements, checks and personal letters get forwarded to your new address promptly.
- File your Change of Address at USPS.com.
- Stamp outgoing correspondence with “Note New Address.”
- Update address with professional affiliations.
- Banks will require notification early; you’ll need to change the address on company checks.
- Insurance companies must be notified early. They’ll need to assess the new space and provide you with a new estimate if applicable.
- If you bill clients, be sure to tell them clearly to update their own contact information for you so payment is sent to your new address.
- Search for your business online by name – you may find your business is listed in referral directories that will show old contact information that will need to be updated, too.
- Make a list of everyone you do business with and everywhere you advertise so you do not forget to update something critical.
- Notify Government Licensing Agencies as may be applicable.