5 Steps for a Successful Office Relocation

The challenges of an office move are quite different from a residential move. Unlike a residential move, where one can probably take a week-long break from daily activities, relocating an office requires a well-coordinated effort to ensure that the disruption to workflow is minimal. So, a business needs to make sure its operations are uninterrupted while managing the relocation of equipment, furniture, and crucial documents. 

There may be several reasons why you might relocate your business. It could be due to an expanding workforce, in the pursuit of a better location to attract clients, or even to cut back on overhead costs if the current workplace was too expensive to maintain.  

According to the latest rankings by WalletHub, Orlando ranks first amongst 19 leading metro cities for business in 2023. Orlando scored an impressive 65.34 out of 100 because of its low startup costs, abundant business resources, and highly conducive environment for businesses. 

As businesses in Orlando experience remarkable growth, the need for expansion, both in terms of workforce and office space, becomes inevitable. 

In either of the two cases, businesses in Orlando must consider an office relocation to stay competitive in this emerging business hub. 

As indicated above, an office move must be well-planned and effectively executed. So, here are five steps that can make an office relocation successful. 

When relocating an office, it is crucial to develop a comprehensive plan to ensure a smooth transition. The first step in the planning process should include setting up a project team to handle the relocation. The team will then look for new locations and finalize the deal for the new office space. 

However, when it comes to moving office supplies and furniture, hiring any of the best Orlando Commercial Movers and keeping employees away from the hassle of relocating would be best.  

A commercial moving company has the expertise to manage an office move. So, you can plan the date of the move, and the moving company can handle the rest of the planning, packing, and unpacking. 

It is up to the top management to decide when and where to relocate the office. But soon after, informing the employees becomes important for the process. Employees must be informed about the move, highlighting why the move is essential for the business. 

Next, the management should outline what the move means for the employees. If the office is relocating to another city or state, it is up to the employees to decide whether they want to stick with the company or look for other opportunities. The top management can also decide whether they can offer relocation assistance to retain talented employees and communicate this to them. 

When the communication is clear, the management will be aware of the number of employees they have to offer relocation assistance to and the number of employees they need to hire for the new location to minimize workflow disruption.

Relocation expenses can quickly add up, making it essential for businesses to set a budget and approach the process in an organized way. A concise budget ensures that resources are used efficiently, and money is not diverted from crucial business activities such as marketing and sales. Getting several moving quotes can help you stay oriented.

One effective way to stay within the budget is through decluttering. Offices have a lot of spare equipment that takes up space and will also increase moving costs. When planning an office relocation, it is crucial to assess which equipment is essential to bring along and which can be purged. If it’s a long-distance move, you might want to sell off the old furniture and equipment. This is because you can get new equipment and furniture within the cost of moving the old equipment.

Additionally, many offices have a lot of paperwork that can be digitized. Before the move, digitizing these documents can yield multiple benefits. Not only does it prevent mishaps such as misplaced documents during the move, but it also minimizes the space required for document storage at the new office. 

Usually, packing and unpacking are considered the primary tasks during relocation. However, this is one of the last steps in the process of a successful office relocation. 

The first things to pack would be the non-essentials like pictures on the walls and spare equipment. Also, if you have access to the new location, there is no harm in unpacking these non-essentials first. 

Similarly, it is important to label the boxes according to the rooms or departments. If the team you pick for relocation prefers, they could even color code the boxes so everything is in its place in the new location. This way, unpacking and setting up the new office would be a breeze. If you hire a professional commercial moving company, they will need to be briefed about the rooms in the new office, and they can make the packing and unpacking process swift and hassle-free. 

Even though companies now upload all their information online, they still have marketing collateral and print material like letterheads, business cards, and brochures. Before the move, the last step is to update this collateral. If the office area is also a place for business meetups, it is important to inform the customers of the relocation through the website and announcements over social media. However, if the office move doesn’t impact the customers, it is unnecessary to tell them about the move. 

Final Words

As a business grows, the management must make some challenging decisions. Amongst these decisions, an important one is considering office expansion or relocation. Pre-planning the move is essential for businesses. Follow the steps in this article to make sure your business/office relocation goes smoothly. A commercial move is more complicated than a residential move since you’ve got a large family of employees and stakeholders to take on board and communicate why and when you need to move along with other factors. However, with the right moving company by your side and proper communication, you can make this move stress-free for yourself and your employees.