What goes into Relocating an Office Space

• Key costs to factor in office relocation
• Checklist for a smooth transition
• Tips to reduce relocation costs
• Office relocation services and which ones to choose
• Common Mistakes to avoid
• Hidden costs in moving offices

• Key costs to factor in office relocation: You could be moving your old furniture out or building things from scratch in your new space. Costs would involve packing material, movers and packer services if you take them, transportation costs, IT and telecom setup, permits and access for the new building including parkings, garbage among others. Make sure you list them and find the most cost-effective way to transition.
• Checklist for a smooth transition: Pre-planning before a move eases the overall process. Estimate the size, storage space and layout of your new layout and how things would look like in the new setup- specially the items being moved from the previous one. During the move, assign duties to your team and make them feel involved too and ask for help. Label boxes correctly and ensure fragile items are correctly labelled. Once moved, setup telecom and IT, unpack essentials first for a smooth running at first and then move to the bigger things.
• Tips to reduce relocation costs: Declutter items you no longer need, and compare moving and packing services to find the one best suited for your items of moving. You can work with your team and pack small items like vases, books, or personal items yourselves in cartons and label them correctly. Plan your move during non-peak periods and make sure the transport method is utilized for its capacity. Visualize your new space with the old items and see where they can fit to be able to save fixed costs.
• Office relocation services and how to choose: There are a lot of companies for corporate office relocation that have been doing this for years. It is very different from a regular household or moving cities and the service is tailored to your needs. Get insurance and check with the company about the coverage they provide. Search reviews online and understand the length of services they provide. Do they only give you transportation or pack and unpack too? Make sure you know it and choose the service accordingly.
• Common mistakes to avoid: Failing to account for unexpected costs like damages in transit or employee downtime. Improper planning around when things would be moved and where they would be placed in the new setup can cause inefficiency. Clear communication with the employees and clients is important so it doesn’t disrupt tasks and client expectations. Evaluating and booking mover and packer services is an important step to avoid last-minute hiked costs by the available vendor. Don’t think too much about seeking help from your people in packing and shifting- if only you ask- people may be willing to help.
• Hidden costs in moving offices: There are many costs you can factor in for but some might not be clearly visible. Because you’re moving offices, there are bound to be delays in decisions, deliveries and employee downtime which the firm has to account for. Additionally, unforeseen repairs may be needed for items moved especially furniture. There would be utility and setup costs that one has to factor in. From something as small as wifi systems to new login systems for employees, the IT setups for computers would involve a series of steps and technical assistance.

Switching offices involves a series of processes like planning, clear communication to the stakeholders, and accounting for big and hidden costs. Utilizing available resources like furniture, fittings etc. and leveling things up simultaneously is a good way to go about it. It may seem like a daunting step but proper planning can reduce employee downtime and ensure business almost runs as usual while you do it.

Start planning, compare moving and packaging services and find the right one for you a little in advance, take help from people around you, use references from fellow business owners and communicate downtime to reduce stress and potential financial losses.

Speak to multiple vendors, do reference checks, read online reviews and ask them what services they provide rather than making assumptions.

A period of 3 to 6 months is sufficient to plan a relocation and communicate to the relevant stakeholders about the shift. This would give you a good buffer to plan the layout of the new space, what you’re going to take with you and make relevant purchases. This period should be utilized to budget and book the services you need.