Office relocation can be a big project, and you’ll want to start on it more than a year before your actual move date. This office relocation checklist applies to any industry and delivers an equally high success rate – whether you’re in a tech or run a dental office.
As you work through this process, keep in mind that a well-executed office relocation requires time and money (and doesn’t come together by chance or overnight). Thankfully, this checklist will help you plot out the steps of your relocation and set your move-in date.
Checkpoint #1: Understanding the “Why” Behind Your Office Relocation
Estimated Time Duration: 1-2 weeks
Level of Difficulty: Medium
Cost: Low
Before you start packing boxes and researching new locations, stop for a second and think about why you are doing all of this. Maybe you see a relocation as a gateway to rapid business growth, improved opportunities for profit, or a more inviting work environment for your staff.
Whatever the case, establishing your “why” should be the first item on your relocation checklist. This “why” will help guide the rest of the decisions throughout this process.
Checkpoint #2: Estimating the Size and Scale
Estimated Time Duration: 1-2 weeks
Level of Difficulty: Medium
Cost: Low
Compare the size of your new office location to your current space. When doing so, evaluate your current office space usage, not just overall square footage but how your team works. How do they move from one location to the next? Are they at their desks all day? Do clients need to come into the workspace?
Consider factors like the shape/size of office furniture, office inventory, and the overall flow of the workspace. And don’t forget to account for the amount of meeting space and number of conference rooms your team needs to operate efficiently. If you aren’t able to splurge on the extra square footage and downsizing is a must, adopt a hybrid work model (if you haven’t already). That way, you won’t have to accommodate such a large headcount five days a week.
You can even encourage your employees to work remotely on alternating schedules to avoid meeting room overcrowding.
Checkpoint #3: Setting a Timeline for Transition
Estimated Time Duration: 6-18 months
Level of Difficulty: Medium
Cost: Low
Office transitions don’t happen overnight. Not only does it take time to seek out a new location, but the moving process is one time-consuming task after another. For starters, you’ll need to handle the change of address (which, while simple in theory, can be complicated – especially if your customers come into your brick-and-mortar location and your marketing materials are plastered with your old address). You’ll also need to carve out time for announcing the new commute for employees, relocating your IT systems, office cleaning and packing, and quite a bit more.
When building your timeline, take specific note of the time of year when your company is busiest. Then, do everything you can to avoid these periods.
Start planning your office move 6 to 18 months in advance, and remember that the physical move itself can take several days.
Checkpoint #4: Budgeting and Allocating Funds for Your Business Move
Estimated Time Duration: 2-4 weeks
Level of Difficulty: Medium
Cost: Moderate
Budgeting for a business move is much different than budgeting for a personal move. Of course, you have the costs of moving boxes and trucks, which is quite easy to estimate. However, you’ll have to prepare yourself for some additional roadblocks and potential expenses.
One expert tip is to declutter your current office as much as possible before the move. It will save you time and money. If you’re running short on time, you can even outsource your decluttering to a professional home organization service.
Leave some room in the budget for your new office design, office furniture, and additional accessories to make it an ideal work environment.
Here are some estimated costs to consider in your business move process:
- Moving boxes and trucks: $2,000 to $10,000
- Professional movers: $5,000 to $20,000
- IT system migration: $3,000 to $15,000
- New office design and setup: $10,000 to $50,000
- Lease overlap: 1-3 months of rent
- Legal and administrative fees: $1,000 to $5,000
- Decluttering and disposal: $500 to $2,000
- Insurance: $1,000 to $3,000
- Contingency fund: 10-20% of total budget
- Employee communication and transition support: $500 to $2,000
Checkpoint #5: Navigating Your Current and Future Contracts
- Estimated Time Duration: 2-4 weeks
- Level of Difficulty: Hard
- Cost: Low
This ultimate office move checklist wouldn’t be complete without considering both current and future lease agreements. Start by analyzing your existing lease for clauses that could affect your transition. Understand any penalties involved with breaking a lease early.
Step #1: Exiting Your Existing Lease
Exiting your current lease without financial and legal headaches requires attention to detail. Here are some steps to follow:
- Look for clauses that provide flexibility in termination without penalties.
- Be proactive in addressing any necessary repairs or property damage.
- Obtain written confirmation from your landlord that all lease terms have been met, solidifying a smooth departure and preventing any disputes down the line.
Step #2: Securing Your New Space
When moving, the last thing you want to think about is the possibility of moving again. You mean I have to go through this headache again? Unfortunately, life as a business owner (or corporate entity) is unpredictable, so you’ll need to be prepared for the worst-case scenario (that your next office isn’t actually your forever office.
As a preventative measure, do the following:
- Familiarize yourself with the different types of commercial leases (and the finer print to expect)
- Practice negotiating more favorable leasing terms
- Don’t hesitate to seek advice from legal and commercial property experts.
Checkpoint #6: Assembling Your Moving Team
- Estimated Time Duration: 2-4 weeks
- Level of Difficulty: Medium
- Cost: Moderate
A successful office relocation is a team effort that requires both in-house and outside help. For a seamless relocation, only hire a reliable moving company with demonstrable expertise in office relocations. You’ll also want to assemble a dedicated moving team from within your organization that can take charge and coordinate the details of the move.
Research potential movers thoroughly, assessing their credentials, checking for complaints, and ensuring they have the necessary insurance coverage. Don’t forget to ask for referrals and read online reviews to get a complete picture of their reliability and professionalism.
Movers can cost thousands of dollars, so now is the time to be selective. Interview several different moving companies and get several quotes–as this isn’t a decision you should make lightly. Consider things like specialized equipment and sensitive documents and see how the moving company plans to handle them.
Checkpoint #7: Informing Your Stakeholders About Your Office Relocation
- Estimated Time Duration: 1-2 weeks
- Level of Difficulty: Easy
- Cost: Low
As part of your office relocation journey, you’ll need to keep employees, clients, and vendors abreast of any changes and how this process impacts them. Clear communication about your move is non-negotiable, whether through meetings, emails, or social media updates.
Internal Communication Strategy
For your employees, involve them in the planning process, provide resources to support their transition, and maintain an open line of dialogue throughout the move. By doing so, you’ll improve employee retention and ease any concerns about the upcoming changes.
External Communication Plan
Externally, ensure your clients and vendors are well aware of your new location. Update your business cards, website, and all forms of correspondence with your new office address. Timely and transparent communication not only reflects professionalism but also helps avert any confusion or service interruptions during your move.
Checkpoint #8: Determining new Office Layout and Organizing
Before you move to your new space, create a detailed office layout that you, the moving crew, and employees can follow. Consider different spaces you may need, such as community work areas and private offices.
A move can quickly descend into chaos without a systematic approach and a detailed plan as to where everything needs to go.
Inventory Management
Effectively organizing your inventory during a move involves assigning a number to each box and creating a corresponding list that tracks every item moved. This meticulous approach ensures nothing is lost in transit and simplifies setup for your new office space.
Systematic Labeling Techniques
All boxes should be labeled with the room they are going to. In addition, create a corresponding list with the details of each box so your team knows which ones to unpack first. Room-based labeling streamlines the unloading and unpacking process by ensuring boxes are directed to the correct areas in your new office. The numerical labeling provides a detailed inventory control system for all your office supplies.
Checkpoint #9: Managing IT Systems During the Move
- Estimated Time Duration: 4-6 weeks
- Level of Difficulty: Hard
- Cost: High
IT systems are the backbone of modern businesses, making their safe and efficient relocation a top priority. Depending on the size and complexity of your IT system, you may need to work with a moving company that specializes in IT services.
A carefully managed IT transition is critical to preventing data loss and ensuring your team can hit the ground running in the new space.
Minimize downtime by coordinating internet and phone installations well ahead of your move. Contact your service providers to schedule necessary activations and ensure that your new office space has the required network capabilities.
Checkpoint #10: Completing the Last-Minute Relocation To-Dos
As moving day approaches, it’s crucial to address any last-minute tasks. Here are some things you should do:
- Confirm final arrangements with your moving company.
- Review the moving day schedule.
- Ensure that your team is ready and informed about their responsibilities.
Once everything is settled, schedule an office warming party and enjoy the fact that this office relocation project is behind you!
Summary
As you work your way through this comprehensive office relocation checklist, you may find the need for additional storage. With the complexity of moving an entire office, sometimes one storage location isn’t enough. Consider using Neighbor, a peer-to-peer storage marketplace where you’ll find pre-vetted storage hosts and affordable options right in your neighborhood. Once you have moved and completed the entire office relocation process, if you find you have extra space, you may be able to become a Neighbor host and generate passive income.
A Frequently Asked Question
When Should We Start Planning Our Office Relocation?
You should start planning your office relocation 6 to 18 months prior to your intended moving date to allow for thorough assessment, budgeting, and scheduling without rushing the process.
