Each move is unique, even though it often follows the same pattern.
When we talk about relocation, we most often mean moving from one house to another. This process includes a whole list of steps and tasks that need to be completed, and also it affects our daily life. However, when it comes to a commercial move and you need to transport all your office equipment safely, create a plan, and prepare your employees for the move, the task becomes much more complicated.
One of the major headaches at this stage is understanding where to start because there are so many factors to take into account that it can be a little confusing, especially if it’s the first time.
As already mentioned, each move is a unique process, but preparation for it usually has common sequential steps. Before hiring a commercial relocation company, you can do some of the work yourself to make things easier.
Let’s take a look at some of the basic tips that will give you a better idea of ​​where to start and what to do to accomplish your office move.
1. Start planning ahead
The main rule of any move is to start early, as this will give you enough time to properly prepare and plan everything. In the case of a commercial move, it is recommended to start preparations at least 3-6 months before the expected date.
At this point, you should set a budget, set a rough timeline for the relocation, and create a plan and checklist to track your progress.
It will not be superfluous to conduct a complete inventory of all equipment and electronics. Also, determine which of the things you are not going to transport to the new office and sell or throw away.
A rough action plan, budget, and inventory list will help you better understand how to complete your move in the best possible way.
2. Inform your managers, employees, and partners
The next step is to inform everyone. For commercial relocations, it is especially important to build the right communication model so that everyone can prepare for the move.
Let employees and managers know the address of the new location, the expected date of the move, as well as changes to the workflow and tasks they will need to complete (such as packing their belongings and workspace).
Also, once you’ve created your moving plan and checklist, share them with your employees to make the process run smoothly and ensure everyone has up-to-date information about the move.
It is crucial to inform all your partners, service providers, and the landlord in advance. You can issue a press release on behalf of the company to provide them with all the essential details they need to know.
3. Assign a moving team
Speak with senior management and assign a team to be in charge of preparing for the move within the company.
This approach allows you to distribute responsibilities between all employees and teams, as well as make the process much more efficient since everyone will do their part of the work.
When choosing a team leader, look for someone who can multitask, has excellent communication and organizational skills, and is respected by employees.
4. Make a moving folder
Before moving, create a folder in which you can safely store all important documents, agreements, contracts, and other official papers. If you have enough time, it’s a good idea to make digital copies of all your documentation.
Also, be sure to back up your systems to avoid losing your company’s critical data due to unforeseen situations (such as damage to servers and hard drives).
5. Choose a moving company.
Choosing a company is a responsible task since the safety of your belongings during transportation directly depends on the skills, experience, and equipment of the movers.
When looking for movers, pay attention to the reviews of people who used their services. In addition, you can ask for references from your colleagues and partners who already have office relocation experience.
If, for example, your office is located in or around Chicago, or you are planning to make a commercial move to these places, then it is best to hire local movers. Because their experience of moving in this particular area, as well as knowledge of the best routes and features of a particular suburb, will make the process more efficient. Therefore, choosing a local moving company in Oak Brook or any other town near Chicago is a good option.
You should not hire a company if you are faced with the following issues:
- The company refuses to provide you with a quote for moving or demands money for it. This often speaks of hidden fees and additional costs.
- The company requires advance payment before moving. This can often be a sign of a scam, as reliable movers charge a service fee after the job is done.
- The company only accepts cash for payment. This is a common sign of a company’s lack of license and insurance.
6. Update your addresses
The final step after the move is to update all of your addresses on the website, post office, documents, business cards, etc.
Also, let your partners, clients, and providers know that you have moved. For this purpose, it will also be useful to publish a company press release.
Also read: 10 Ways to Find the Perfect Commercial Office Space for Rent or Lease
