How to Run a Smooth and Successful Office Relocation

South African businesses are on the move! Whether downsizing or expanding, or simply seeking a change of surroundings, local companies are experiencing an upsurge in relocations all across South Africa. Anyone who has ever undertaken an office move knows that it is not a cheap or straightforward operation – and, of course, the bigger the business, the more complicated the move.

Office relocation comes with many unique challenges. Most moving projects that end badly or incur additional costs for a business are caused by bad planning and coordination. It may be tempting to just pack up your office belongings or hire inexperienced or cheap office movers, but taking the easy way out can lead to more costs for your business down the line. 

Along with proper coordination of your moving project, you are also going to need help. Relocating your office is a big project, and you need all hands on deck for it to run smoothly. It can be easy to forget important factors when you are overwhelmed with your moving checklist, so hiring extra help for your move is also an important step to ensure a successful office relocation.

If you don’t know where to start, we have a guide to the steps you can take to ensure your office relocation doesn’t go south. You can use these steps as a moving checklist to ensure your business and staff are prepared for the big move.

A Step-by-Step Guide to a Successful Office Relocation

Before we look into the steps involved in a successful relocation, here are some FAQs to help you through the office relocation process.

Why Do You Need an Office Relocation Project Team? 

If you are working on a project with a tight deadline, you often need a project coordinator. Why should your corporate or office move be any different? Careful planning is needed to ensure office relocations occur without any interruptions or unnecessary downtime for your business or employees. You will need a professional team to coordinate your corporate move and office relocation, just as you would for any other important project. Always hire a skilled team to help you out. 

A Step-by-Step Guide to a Successful Office Relocation

Every office relocation needs a professional office relocation project team to ensure efficient moves. Remember, you cannot just hire anyone to help you with your office relocation. An inexperienced team will not successfully coordinate your project from start to finish. They will risk the safety and care of your office belongings. It’s also unlikely that they will meet your moving deadlines. The team involved should have experience in office moves and know the importance of swift and seamless office relocation projects. 

Most importantly, do not try to cut costs by asking your staff to help you move. Nobody enjoys heavy lifting, especially in their spare time! You will not only leave them frustrated, but you will also put your staff at risk for injury. Your business can incur lawsuits and even more downtime and costs as a result. 

What is an Office Relocation Plan and Why is It Essential?

A plan for an office relocation project is drawn up by a relocation project coordinator. It includes all the steps involved in completing a successful office move. The person or team that undertakes the project will carefully plan and identify what is required before and during your office move. By creating a plan, your move is less likely to be delayed or lead to costly issues down the line. The plan should be drawn up as soon as you decide to move and hire your relocation team.

Corporate moves (especially large moves) can sometimes come with challenges, but with an office relocation plan, your team will be able to identify any issues that may arise and create a plan to overcome any challenges. Some of the important challenges an office relocation plan looks at are your budget, inventory, and timeline. With this outline, your team is better equipped to deal with any issues that may arise.

Do I Need Tools or Software for an Office Relocation Plan_

Do I Need Tools or Software for an Office Relocation Plan?

You do not need expensive software or tools to create an office relocation plan. Professional office moving companies will often simply use a Word document or Excel spreadsheet for the recommended project plan. A cloud-based platform can also be used if your company has many team members involved. 

If you have a corporate move that involves staff relocation, a comprehensive, detailed plan will be needed for each staff member. If all of this sounds too complicated or time-consuming, don’t stress; simply hire an office relocation company such as MasterOffice Projects. Office teams will take on the responsibility of a detailed project plan to take the burden of project planning off your shoulders. 

What Challenges Can I Expect With a Long-Distance Corporate Move

Business owners moving long distances can experience more challenges than those of a short distance move. With a short-distance move, there are fewer kilometers, which helps to cut fuel costs. A longer distance move, on the other hand, requires more miles and costs. Your team will have to take into consideration fuel costs, toll costs, and additional labour costs for the distance. 

A long-distance move does not have to be difficult. If you contact a moving company early, they will be able to provide you with a quote (PS: Master Office Projects quotes are free!). The moving company will assess and calculate all of the necessary expenses and provide you with a detailed quote. From here, you can begin to look at your budget for your move. 

All moves come with a slight risk of unpredictable expenses. Fuel costs may vary, or sometimes you may have heavier items that require more labour. In these cases, additional costs may be added to your quote. It’s best to always factor in extra when you budget for unpredictable expenses. 

Another way to make sure your long-distance move goes smoothly is to plan it. You should plan your move and call your movers as soon as you have a new office or building in mind. Planning will ensure you have plenty of time to tackle any unpredictable costs.

Good organisation is key to any successful project. A moving checklist can help you coordinate your move and ensure that everyone is on the same page. Cut time by using our steps below to create your checklist.

Decide on a Budget

Whether you’re moving to the next street or the next city, budgeting is essential. Moving costs can add up very quickly. Keeping a moving budget will help you to oversee any additional costs you may need to save up for. It’s best to rely on your accounting team for this or hire a project manager to help you budget accordingly.  

A move doesn’t have to cost a fortune. If your business saves up every month, you’ll be able to afford your move without incurring any debt. Hiring professional movers can sometimes reduce your financial stress as they often offer one price for a comprehensive service.

Decide on a Budget

Creating an Action Plan

Once you have your budget sorted out, it’s time to take action. Determine who will be the project coordinator for your company’s move. If you or your staff do not have the time to allocate towards a moving project, it’s best to hire a moving company that offers full coordination of the project. 

Determine the timeframe for your move and call your moving company. If you have any costs you need to take care of, such as paying off your current office lease or sorting out the new office lease, do this right away. The faster you take action, the faster you can move into your new office.

Plan the Layout of Your New Office Space

Your office space is the face of your company. Moving to a new office is the best time to work on your brand and office design. How do you want your customers or clients to perceive you? Use this question as a guide when designing your new office layout.

Do you require new furniture or the restoration of old furniture? Plan this out before you move. If you want your office to be less cluttered, consider getting rid of or storing office items that you no longer use or don’t plan on using, such as old printers, laptop accessories, large filing systems, and computers. 

Collect Important and Key Documents

Important documents need to be collected and kept in a safe place before your move. Collect all your important documents, such as tax documents, business licenses, and awards, and store them in a safe until moving day. Have a trusted team member oversee the transportation of these documents to your new location so you won’t forget them. 

Your IT software also needs to be backed up. Contact your IT team to have their backup important documents to a cloud service or USBs. Some moving companies, such as Master Office Projects, can do this for you. Find the warranties for all PCs, laptops, headsets, printers, and other office equipment and store them safely away.

Inform and Engage With Employees

Inform and Engage With Employees

Let your employees know about the move early so they can make arrangements for transportation and daycare for their children if needed. If it is a long-distance move and you plan on relocating staff, they also need to have adequate time to pack and prepare their belongings. The initial announcement may have come as a surprise to staff. Effective communication will help you to engage with them and ease any anxiety they may be having. 

It’s best to let staff know about the move in a detailed email or brief video. Don’t forget to add key information, such as moving dates and new addresses. Ensure that you are there to answer any questions they may have and to thank them for their understanding and patience. 

Remember to Update the Business Address and Transfer Services

You need to ensure your new lines of communication are up and running before you even move. Have your IT and telecommunications systems updated and transfer all services to your new address. Use call forwarding if you’re changing your number. 

If you are moving to a new address, you will need to make sure your internet connection is also transferred to your new address. Update all services with your new company address. Don’t forget to update your bank accounts and tax documents to ensure they reflect your new address. Another factor to consider is your electricity and water accounts. Will you be using municipal services at your new corporate location? If so, have your address updated or register for these services as soon as possible.

Why You Should Hire an Office Moving Company

There are many benefits to hiring an office moving company, including:

Enjoy peace of mind knowing your expensive office items are being carefully packed and transported by professionals

Moving stress can be reduced by using a professional and accountable service.

Efficient packing and wrapping of your belongings

Your belongings are safe in the hands of professionals

Expert packing material is at your disposal

An inventory process 

Knowing your belongings will be promptly transported to your destination in time and within your timeframe

Less heavy lifting for you and your employees—no risk of injury

You can receive as many movers as you need

A coordinated project plan

Choosing an Office Moving Company

Experience counts when it comes to moving. You need a dedicated and professional moving team that you can rely on for the safety of your office belongings. Master Office Projects develops a comprehensive office relocation project plan for your move. Our professional team of movers ensures your office relocation occurs according to your budget and timeframe. With decades of experience in moving entire offices both locally and internationally, you can have peace of mind knowing you will have a hassle-free move.

For reliable office relocation and a successful office move, contact Master Office Projects today!