There are several reasons why it becomes necessary to relocate a business to a new location. It may be because the latest work trends from home mean that you do not require the space that you have and can save on rentals by moving to a smaller area. Or it may be the reverse, where you need to move to a larger office because you would like to bring all your spread-out operations to a common point for better coordination and control. Or it could be something as mundane as the expiry of a lease, and you are looking for a more central and convenient space for your operations.
Plan Your Move
Whatever the reasons are, you need to clearly understand that relocation comes at a cost and can significantly affect cash flow and profits. So, you would do well to look at the ways you can save on these expenses. Start with planning the move in the greatest detail. Waiting to do something at the last minute always leads to emergencies and pressure that can only lead to your having to spend more just to get over any problem that suddenly confronts you. It can be as much as six months before your actual move, and taking the time can also allow you to get the advantage of off-season discounts that packers and movers often offer. You will also need to plan in detail the new office space and how it is to be utilized, and where every department, furniture, and equipment is to be placed. This also allows you to get all the required wiring for data cables done before the move.
Choose Your Inventory Wisely
Make a proper inventory of the equipment and furniture that you intend to move. Those that are near the end of their useful life are better disposed of. You may even find your storerooms full of old furniture and equipment that you have not had the time and patience to get rid of. Donate such items to a charity, and it can even get you tax-write offs that will offset the costs of moving. Your inventory must be detailed and list everything that needs to be moved item wise, department wise, or value-wise. The use of databases can even help you make a standard list that can then be sorted out and printed according to your needs.
Hire A Moving Company
You will find many moving companies near you that undertake such moving and some are specialized in moving offices. It is advisable to have a look at a list of movers at 9Kilo Moving website and choose a reliable and affordable company for your office move. Now that you have your inventory made and are clear about the things that need moving in, call in the moving companies and ask them to inspect your premises and see for themselves the things that are to be moved. They will also need to see the premises for any possible problems for shifting and lifting, like restrictions on the use of lifts, working hours, and other rules that may be in force in your property. They will also need to inspect the new premises you are moving into, to gauge any difficulties that can similarly arise. Find out their off-season, and bargain for discounts. Your early booking of their services gives you an advantage, as it assures the movers of business during slack periods. Winter and early spring are the best times for such off-season discounts. Inspect all the facilities and equipment of the moving company you are choosing before you sign on the dotted line of any contract that you enter into with them.
Make Sure About The Insurance
All valuable office equipment, like computers, must be insured before the move. Most movers will help you to talk with insurers and also help you with all the paperwork. Insuring for replacement value can increase premiums but covers all risks. This is a judgment call you have to make based on the mover’s reliability and previous record.
Involve All The Staff Members
It can always be a good idea to involve all the staff members in the moving process. It allows them to take a personal interest and care to move their own things or whatever they are generally responsible for. They should not, of course, interfere in the process and must coordinate with those staff members who have been given the responsibility for the moving process. It is best to appoint specific people for the assumption of this responsibility, and they must also have the necessary authorization known to everybody.
Move According Your Timeline
See that every box is listed and contains a detail of the items in it, making it easier to place and unpack the goods that are moved. Establish a timeline for the move so that your business operations are the least interrupted. Moving department by department ensures the least disruption.
And, after your successful move, take care to prepare your customers and other vendors or visitors to visit your new office so that they can continue to be in touch with you when needed.