An office relocation is something that many business owners have to consider at some point, whether they are in the process of expanding the company or moving to a new area. The complexity and risks associated with an office move should not be underestimated. Changing offices can be as stressful and delicate as going through a merger or appointing a new CEO. Yet, there is no reason to be alarmed, as there are various things you can do to ensure that your office move is successful. Below you will find some sound advice on how to make the transition as smooth as possible.

Anticipation is the key

Office moves always entail a certain degree of disruption to the daily running of a business. While there is very little that you can do about this, you still have some control over the degree of disruption that an office move causes to your company. Anticipating the hurdles and complications of an office relocation is the single most important thing that you can do in this respect.

The first thing to do is to assess the risk level of your office move. What will the main challenges be? These will vary from company to company depending on your line of work. Is there a lot of inventory to be moved? What about equipment or communications infrastructure? Can you afford any downtime at all during relocation? If so, what will be the financial cost of it?

You then need to plan the logistics side of it. What will happen to the existing furniture? Will you be better off moving into serviced offices? What will happen to your records and files? Will your office move present an opportunity to invest in record management? How and when will contractors or vendors be notified? Remember to create a realistic schedule. Many companies take up to one year to plan an office move, depending on their size and/or office move risk level.

Also, engage your staff throughout the process by keeping them well informed about the changes that are about to happen. Do not leave any room for uncertainty, since if employees begin to feel left out, this may give them a reason to drop their working standards or to start looking for job opportunities elsewhere. This does not mean that you have to arrange endless staff meetings. Newsletters or a ‘relocation news’ section on your internal website can be just as effective and less time-consuming. Appointing a relocation co-ordinator can be a good idea too.

Of course, this is not a comprehensive list. You can find office move checklists online that can help you plan for every single detail of the relocation process.

It’s not just about moving to new premises

Many office relocations become stressful because those in charge may not understand that it’s not just about moving to new facilities. An office move is also an operational move. And whereas planning a successful office move requires careful planning and co-ordination of the logistics involved, many companies fail to realise the crucial importance of planning the human side of an office move. In short, ask yourself whether the office move will be beneficial to both your business and your employees.

Choosing an office relocation company

The success of an office move also depends on the company that you choose to assist you with the process. Always go for a corporate relocation firm that has solid experience, if possible, in your specific industry. Other things to look out for include:

-A company that employs full-time and experienced movers

-Whether the company can assist you throughout the process from start to finish

-Does the company offer storage and how well kept / secure are the storage facilities?

-Are services like recycling and waste removal included?

-Does the company have a sustainable policy? In the United Kingdom, this means ensuring that the company abides by the requirements laid out by the ISO 14001: 2004 standards

Moving offices is an ongoing process

Last but not least, remember that an office move does not end once the relocation is complete. Office moves should be seen as change processes that can have long-term effects in a company and its employees, so don’t drop your guard until there are clear signs that employees have settled into their new working environment. By doing so, you will minimise distractions and productivity loss during the adjustment process and increase your chances of turning your office move into a great success.