In the corporate world, office relocation is not a new endeavor. Companies have been leveling up and downsizing as long as we can remember — and thank goodness that moving trucks, dollies, cargo elevators and the like have made everything so much easier. However, there are still a few common pitfalls that companies run into in the process of moving — so we’re here to warn you, and show you how to prevent them.
Underestimating what is involved in the process
You only have a small office with a few staff, so it shouldn’t be a big deal to relocate all of your equipment and keep everything running smoothly. Right? Unfortunately, anyone who has ever moved out of a tiny apartment or dorm room remembers that there is always way more stuff than you thought, packing takes much longer than you’d planned, and things don’t fit in the car the way you thought they would.
Avoid unfortunate moving day chaos by making a comprehensive moving plan. Recruit the appropriate staff to help plan the timeline, research business moving companies, get the office organized, and develop a strategy to keep business flowing uninterrupted. That includes your tech team, who needs to be sure that all wiring in the new office is properly installed and functioning. Be sure you consider when to move — avoiding times when big projects are coming to a close, or client activity is at a peak.
Starting the process too late
Moving last minute can leave you scrambling to find a reputable and reliable mover, as well as possibly arriving to a new office where the infrastructure and technology are not yet in place. Give your company at least three months to find and hire a mover as well as make sure the infrastructure in the new office is ready. You may find that process includes shopping for new office furniture, upgrading your phone system or internet wiring, and that will take time.
Moving your office is also an opportunity to reorganize old filing cabinets and clean out excess paperwork that you don’t need to take with you. Planning ahead gives you and your staff plenty of time to scale down what you’re asking the movers to relocate, saving you money and preventing you from unpacking useless piles of paper.
Underestimating the costs of the move
In business, you’ve always got to keep an eye on the bottom line — and unexpected expenses and fees are an unwelcome surprise when you’re moving offices. Get a binding quote from your movers if possible (though some cities prohibit this), talk to your internet and phone provider to get solid quotes on any upgrades that need to happen, and if you’re renting or leasing your new space, be sure to fully understand any deposits or fees associated with moving in. Get as much in writing as you possibly can, and be sure you fully understand additional services like insurance and packing assistance. Then, make a budget that includes all of those costs, add a little bit of a buffer for unforeseen expenses, and avoid any unpleasant financial surprises.
Choosing the wrong moving service
There are so many moving companies out there, and they all profess to be the best — but we know that can’t really be the case. Investing some effort in due diligence can help you sidestep an unorganized and unprofessional movers who would make your relocation a nightmare, and instead, help you find a reliable professional mover. Compare quotes, research what is included in their moving services, and carefully choose the mover that best suits your needs.
For more ways to ensure seamless transition, learn about the Unpakt’s Corporate & Commercial Moving Service.