When you are preparing for office relocation, one of the biggest concerns is minimizing the downtime and maintaining its productivity.
The good news is that moving to a new space doesn’t have to interrupt your business, distract your staff, or deplete your customers if you draw up a realistic timeline and play your cards right.
With the correct systems in place, the relocation will go smoothly, and you will protect your staff from unnecessary stress. So, prepare for this transition period well, and look at it as an exciting prospect for your company.
These eight effective tips are created to help you keep your business productivity while moving to new premises.
1. Plan every step of the way early on
Since move can be a stress-inducing process, start planning early to avoid last-minute problems like trying to figure out how to transport your massive pieces of equipment. It is best to dedicate a few months to plan your office relocation and get everything set up and ready to go.
The timing of your move is critical too. The best time to relocate your business is the time of the year when your business is slower than usual. This will keep the interruptions at the minimum.
The next thing to keep in mind is to move in phases. Inform your staff to pack up the non-essential items first while they have some free time during the workday. Also, encourage them to clean out their desk areas a couple of weeks before the move.
2. Keep your employees in the loop
Ensure your staff on the details of your office move, and discuss the reasons for the relocation. Take time to hear and answer their questions and concerns.
Your team members may have their fears and anxieties, and providing reassurance is the best way to go. This way, you will let them know they are appreciated, and as a result, you’ll create a happier workplace.
Good communication will ensure your employees understand their role in the relocation process and the purpose of the office’s move.
3. Maintain your business operations by utilizing an online platform
When your office is mid-move, your business doesn’t have to stall. Enabling your employees (or at least some of them) to work from home can help you keep productivity high during the transition period.
Bear in mind that improving comfort is one of the essential productivity tips for a successful business. So, consider investing in an online platform, or use one of the already existing remote collaboration tools to help in-house and off-site teams stay connected.
Don’t forget to keep the data accessible and save your important files to a cloud service or an external hard drive. This will keep the interruptions at the minimum and allow your team members to conduct their business as usual during the move.
4. Take care of the transportation
Hiring a moving crew can be risky, especially if you have valuable and delicate items as they may not always handle your belongings with caution. Besides, it can be pretty expensive.
There is a way around this: you can save money while ensuring your precious equipment is unharmed by tending to transportation yourself. Trailer rental is a more affordable and secure way to protect your items and relocate them without worrying about the potential damage or misplacement.
Start with going through your furniture and equipment and make an inventory. Decide what you want to keep and what you will get rid of, and create a packing plan. This is especially important if you have bulky, heavy, or expensive items.
5. Inform everyone that you are moving
To keep everything on track, you need to notify everyone that you are moving. This may seem like an obvious one, but many businesses focus on maintaining their teams’ optimal level of productivity during the move and neglect this step.
Your suppliers will send your goods to your old address, and your customers will not find your business if they don’t know you have relocated, so make sure to inform everyone about the new premises.
Change your company’s address on your website, send newsletters to your customer base, and take advantage of your social media channels to announce the news. Make sure to inform your suppliers and utility firms as well. Organizing mail redirection is advised too.
6. Leverage Social Media
Social media platforms are a great way to inform your audience that your business is changing locations, and more. Staying active on social media is not only a great marketing opportunity, but it also helps with restoring confidence in your business.
It is not uncommon for clients to question whether your business is shutting down, or they will be able to access your new premises once they know you are moving.
Give your followers a sneak peek into your new space via social media and build excitement around this. The updates, photos, and videos will keep them involved with your move and help you build strong and lasting relationships with your audience.
7. Relocate during the weekend or after-hours
Schedule the move for the time when your business isn’t operating. If your business is closed on weekends, it is the best time to relocate your items into the new office.
You’ll have two whole days on your hands to set everything up. The after-hours move is best for those opened on the weekends as it will allow you to keep your business running during its usual working hours.
8. Set up the new office before moving in
Finally, before the actual move, make sure to have the new premises cleaned and functional. You may need to paint the walls or change the carpet before your furniture and equipment arrives.
Also, check the electricity, phone lines, and internet access. They should all be up and running. This will help in keeping the downtime at the minimum while making the relocation as efficient as possible.
While setting up your new office, you may consider adopting some green practices like going paperless or opting for an energy-efficient lighting system. The green workplace is not only good for the environment, but it can also enhance the productivity of your company and save you a considerable amount of money!
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My name is Derek Lotts, I am a writer, researcher, and a regular contributor at several lifestyles, business, and home improvement blogs.