Moving your corporate office is just as important as selecting a prime spot for your business, which is why working with office relocation tips can save you a great deal of stress. Relocation brings you closer to better opportunities and has a way of improving employees’ vigour. But while at it, you also want to make sure that related damages, document misplacements, and other inconveniences don’t occur or are minimised.
Working with The Right Relocation Firm
While there are hundreds of office relocation firms in Birmingham, not all will handle your corporate move the way you want it done.
A relocation company will major do the lifting, packing your stuff in the trucks, and delivering them to your new office address. Not many will go beyond their way to ensure you and your employees are settled and satisfied after the move. That’s why, as the business owner or manager, you must take charge to ensure that the finer details of the operation are done right.
Office Relocation Tips and Mistakes to Avoid
So, to prepare yourself properly, you need to know the common mistakes businesses make when moving their offices and how to avoid them. What are some of the most obvious mistakes worth noting and avoiding?
We’ll address the ten most common mistakes we’ve seen businesses make when relocating and give you some essential office relocation tips to make your move a success.
1. Failure to Plan Adequately
The first step to ensuring any project is successful is planning for it early enough before execution. Office relocation is also a project and needs ample planning time to ensure every partaker knows their roles.
Planning for relocation while running the business at the same time can be demanding. But it’s necessary to avoid future cost implications. It’s highly advisable to have a relocation checklist right from the beginning to highlight what your objectives are, how employees will participate, and the time frame allocated for the whole operation.
Ensure every employee across every department has a role to play and how they’ll achieve it during the relocation. You’ll undoubtedly set some time aside for planning step by step to get it right when the time comes.
2. Underestimating your IT Infrastructure’s Complexity
Regardless of how small your business is, its IT infrastructure is the single most crucial aspect to disregard. Most owners or managers will make the hasty move to get a new office space without involving their IT departments.
Before signing your new lease agreement, ensure your IT team is involved in finding the space to ensure it’s suitable for all your infrastructure and equipment. Essential office relocation tips to bear in mind is finding an IT specialist if you don’t have one among your employees. The experts can assess your selected space and determine if it best suits your IT resources.
Involving IT specialists can help you cut down on time wasted by setting up your new space to be work-ready before moving in. if you have any equipment you’re planning to get rid of, do it early enough, so it doesn’t add up to the list things to handle when moving.
3. Failure to Assess New Space Upgrade Needs
After finding the new space for their business niche, some managers and owners would rush in without assessing the facility for possible upgrades. Only after settling in will employees spend too much time figuring out what’s missing and how to resolve the issue.
One essential office relocation tip for tackling this problem is sharing your new office space floor plan with your staff beforehand. Doing this will help them accordingly to identify what’s missing or needs an upgrade before moving in.
It’s always a great idea to have your selected staff members and the IT department visit the new space for assessment. The tech team should be able to install office equipment and machinery so they’ll be able to tell what’s missing or need upgrading.
4. Working With Unrealistic Budgets
Office relocation often welcomes both known and unknown scenarios. While most companies may budget for the known situations, some will fail to plan for miscellaneous expenditures during the move. Relocation managers face cost control as one of the toughest challenges they have to deal with, but preparing for the unknown is crucial.
Researching the costs from different relocation vendors can be time-consuming but necessary. Request for quotes from various service providers before settling on one. Remember, every penny counts and adds up to the cost of the entire operation. So, plan your budget adequately to reduce overhead costs.
5. Choosing the Wrong Relocation Firm
No single relocation firm can’t move your office equipment and resources to the new location. The concern is, do they have the equipment to do it without damaging your most sensitive equipment? If your business relies on high-end servers, storage units, routers, and switches, it’s best to check if the removing company has the resources to handle such equipment.
It’s worth taking your time to find the right firm with suitable compartments for storing your sensitive equipment. Think about the cost of all the cables, chords, and equipment. How quick or easy will it be to replace them if they’re rendered useless after the move?
On your part, invest in proper labeling equipment to note which chords belong where to avoid the stress of reinventing the wheel when setting up your new space.
6. Not Resolving Employees’ Non-Compliance
When relocating your office, it’s possible to have some employees who can’t move with you, especially if it’s outside the city. Their reason could be due to family obligation, disruption of their settlement plans, or legal grounds. The mistake would be to initiate the office relocation without talking to each employee individually and resolving their issues before moving.
As far as this is concerned, a great office relocation tip is to determine if these issues have a solution. If moving within the same city, you can provide transportation or offer a car-pool to ease the burden of transport costs. In the case of outside the city, you can offer incentives like a salary increase or pay the costs of relocation for those unwilling to move.
7. Failure to Notify Clients and Suppliers Early Enough
While office relocation can benefit a business and its employees, the customers and suppliers may feel inconvenienced. Suppliers may have to add extra costs to their logistics, especially if moving out to a new city. Some customers may change to competing businesses offering similar services or products.
You can counter this problem by notifying your customers and suppliers about your plan to relocate early enough. Doing this can help them make necessary adjustments to ensure they can reach you at your new location. Also, update your office address on your website, social media pages, letterheads, and promotional contents bearing your address.
Office relocation is an entire project of its own that needs proper planning and inclusion of every stakeholder. By noting these mistakes made during relocation and following the office relocation tips, you can plan your office move to ensure it’s successful.
Always involve the right partners in the relocation project to make your corporate move quick and flawless.