Planning an Office Move: 7 Things You Need to Think About

If your business has outgrown your home or you suspect it may be on the verge, you may find yourself feeling a mix of emotions. Excitement is undoubtedly warranted since an office move can be a huge milestone for your company and a reflection of its accomplishments. On the other hand, feeling a little overwhelmed with the moving process is also understandable—especially if you’ve never been through a commercial move before.

The truth is moving always has the opportunity to be stressful, but with the right plan in place, it is a lot easier. Make sure you haven’t overlooked any of these essential planning tips to ensure your office move is a success.

1. Moving Timeline

Start searching for a new office space 4-6 months before your intended move-in day. This gives you enough time to find a space that is well-suited for your business and also allows you to make any necessary changes before move-in day—all without feeling overwhelmed due to a time crunch.

Changes needed to make your new office function may include demolition and builds to create the desired layout, running phone lines or networking cables throughout, and installing appropriate fixtures and furnishings.

2. Coworking Spaces

While there are certainly benefits to private office spaces—control over aesthetic, reduced noise, and of course, privacy—coworking spaces are also worth considering. A coworking space is a shared workspace that runs on a membership-based model and the cost will vary depending on how large your team is and what amenities you require. Generally, the main workspace has an assortment of large shared desks, but there are also other areas like private meeting rooms, hot-desks, and kitchens.

Benefits of coworking spaces include:

• Cost. Membership is much cheaper than renting out a full office, plus you don’t have to pay utilities.
• Stress. No initial office setup or moving heavy furniture. Pay and play—or should we say, pay and work.
• Move frequency. You don’t have to move every time your team grows. Many spaces can accommodate teams up to 100.
• A lively culture. Coworking spaces have an upbeat and positive energy that helps encourage creativity and innovative solutions. Some spaces even offer activities to enhance work life satisfaction, such as yoga or networking events.
• Time commitment. In general, there is a lot less to tackle when moving to a coworking space as opposed to a private office.

3. Office Moving Checklist

Whether you decide a coworking space or private office is best for your business, you’ll want to create an office moving checklist that details all tasks related to the move. This list will work double duty to help ensure you aren’t forgetting anything and keep your move on track. All subsequent tips found here should be on your moving checklist, along with smaller tasks like buying packing tape and larger ones like packing and confirming access to the building and elevators on move-in day.

4. Internal Communications Plan

If you currently have employees, it is crucial to keep them in the loop. They will want to know what is expected of them in regards to the move, what the move means for the company, and what it means for their position specifically. What will their responsibilities be for the move? Will departments and responsibilities remain the same?

A great way to tackle this is through an initial meeting that encourages questions, followed by regular email updates.

5. External Communications Plan

You want your clients to know where you are moving and when. If you have an email list or social media, an initial email blast or post can be a great way to get the word out. Beyond that, also contact any suppliers to let them know your new address.

Additional places you will want to change your address:

• Your website
• Your email signature
• Social media pages
• Marketing material
• Online and offline directories
• Utility companies
• Insurance and banks
• Post office

6. Office Layout & Organization

A new office presents the perfect opportunity to craft a space that is decluttered, organized, and optimized for productivity. Planning your layout ahead of time will help you better visualize the office, out where internet and phone lines will be installed, and make move-in day go much faster.

To start this task, you will want to map out where everything will go. Key questions you may want to ask yourself: Where will desks be located? Is frequently used equipment convenient to access? What will clients see when they first walk into the office?

Don’t want the hassle or feel overwhelmed with space planning? Consider hiring a Professional Organizer. They can craft the optimal layout for the new office and find ideal storage solutions to keep everything aesthetically pleasing and organized.

7. Productivity

A good motto for any office move is “business as usual.” This translates to being protective of your work time, carrying on with the daily routine as regularly as possible, and perhaps delegating tasks.

Hiring professional movers is one of the top ways to trim down your moving checklist and, in turn, safeguard your productivity. While this route isn’t for everyone, it is an option worth exploring as the ease that professional movers can bring to your office move is unparalleled. They eliminate the need to locate boxes, buy packing material, find a moving truck, and do the heavy lifting. Plus, they can even pack for you.

You should consider hiring professional movers if:

• You are overwhelmed with moving tasks.
• You have a lot of bulky furniture.
• You have sensitive and heavy equipment.
• Your move requires maneuvering through awkward spaces, such as narrow doorways, around sharp corners, and through stairwells.
• You don’t want to risk personal injury or injury to your employees.
• You want your move to be as stress-free as possible.

An office move is a milestone worth celebrating, so don’t let the moving process damper the thrill of your accomplishment. You worked hard to get your business to where it is, and a successful office move can help your business continue to grow and flourish with opportunity.