The Ultimate Guide to a Smooth Office Relocation
A business will grow and change many times over the course of its life. As a company continues to expand, there will likely come a day that it outgrows its current setting. Relocating your office to a bigger space can be quite daunting and could take several weeks or even months to see it all the way through. Though it can be a stressful process, if your team spends time planning and preparing, the entire transition can be relatively smooth.
Addressing the details early and making arrangements beforehand will streamline the process enough that moving your team from its current location to a more suitable coworking space will feel like just another day at the office.
Whether you are moving because of rapid growth, a better location or even downsizing to a smaller space due to more remote employees, it is very easy to get lost in the sea of paperwork and cardboard boxes that pile up during this process, all while you still have a business to run.
To make your move a little simpler, our team has put together an office relocation project plan to guide you through the entire process of moving an office, from planning to unpacking. At Stance CRE, we are here to help the city grow and to help your business navigate the landscape of this charming college town. After all, we eat, sleep and live in this city. To us, Riverside is more than just a place… it is home!
Getting Started
Long before you begin packing up, you will need to start devising your relocation plan. In the early stages, it does not need to be completely detailed, but your strategy should become clearer as the move draws nearer. Begin with the big picture stuff, including the general area in which you plan to relocate, lease stipulations and employee needs.
When moving locations, ease of accessibility for both your clients and employees should be one of your top priorities. Understand your brand’s public perception as well as the feel of the neighborhoods you are considering. The new location need to make sense for your specific business. Draft your business development and expansion strategy with future expansion and ease of finding a labor force. Remember that Riverside is a college town, so newly graduated students will need a reason to stay local. You might also be able to find interns through the various colleges in the city. Riverside is a hub of higher education, boasting three internationally recognized universities and colleges (Cal Baptist, La Sierra, UCR) that serve more than 50,000 students.
After you have taken all of these factors into consideration, a Stance CRE agent can help you along in the process. While you may be able to find a suitable office location on your own, it can be quite a challenging and time-consuming process. Also keep in mind that some landlords work exclusively with real estate brokers, thereby limiting your options. You should also take this planning phase to discuss the move with your employees and any investors you might have.
Not all locations are created equal and not all of the available options will fit into your budget, so you will want to work with an agent who can gather a varied list of possible commercial properties. Take your time and compare the advantages and disadvantages of each location. In the real world, there is no place that offers only advantages, so be honest about the disadvantages as well.
Space Options
Planning an office move is a critical business decision, so of course it should not be taken lightly. Your new office home will likely need to meet your needs for the next few years or decades. Take into consideration all the services you need to run your business smoothly and put them on the list to check how the new place compares to your current infrastructure. Focus on tiny details that could become huge problems down the line.
First and foremost, make sure that you can afford the rent, taking into consideration the fact that you’ll likely be signing a lease. But there are plenty of other factors to include in your deliberations.
Finalize Logistics
Before you can begin preparing for your office relocation, you must ensure that you have completely settled the legal and financial aspects of the move. Begin by having Stance CRE review your current lease and finalizing the details of your new lease. Stance CRE will take special care when organizing the end date of your current lease and the start date for your new lease. In some instances, it may be best to have a bit of overlap between the dates of the two leases to create a buffer that ensures you have ample time to move all belongings from one office to the other.
During this time, you will also need to finalize the budget and timeframe for the move. If possible, try to allow for a bit of wiggle room in the budget in case things do not go exactly according to plan.
Before the Move
It is now time to get into the fine details. You should reserve elevators and loading docks for moving day and inventory everything you plan to bring along. Arrange for the storage or disposal of old files. Look into updated or new contracts for internet, utilities, office supplies, and other equipment like printers.
Develop a master relocation project schedule, including packing, unpacking, stocking, and cleanup. You want to be operational as soon as possible after the move. Verify your moving insurance, set security procedures, and make sure you can access the new location. Arrange for your staff to tour new premises a few weeks prior to the move to get acquainted with the new space.
Maintain an Open Line of Communication
Communication is key to executing a smooth office relocation. There will be many moving parts in this process, and maintaining an open line of communication is the best way to ensure that everything runs efficiently. There are several different groups of people you will need to communicate with during the course of the relocation.
First, you must maintain an open and honest line of communication with your employees. They will be the most directly affected by the move, so it is important to let them know about the office move as soon as possible so that they can plan ahead. Your new location might be farther away from their homes, so it is important to let them know the date they are required to report to the new location so that they can ensure they can make it to work on time.
Make sure that you continue to remind your employees about the move in the weeks leading up to it so that they don’t forget. You can enlist the help of your email marketing platform so that you can set automated email reminders to go out to their personal and business email addresses the closer you get to the move. This will ensure consistent communication.
You will also need to communicate with contractors and project managers to ensure that the new office will be ready in time for your move. Finally, you will need to communicate with your clients and customers. Anyone who would normally visit your office should be informed of the move ahead of time. This is another place where you can utilize your email marketing software to help you get the word out. You should also update your website with your new address so that people who look you up online can find you. Updating your website with your new address will improve your local SEO and help people who don’t have current relationships with your business find you.
Moving Day
Arrange with your building manager to have the air conditioning on during the move. Begin installing big equipment like servers as soon as possible. Keep an eye on your emergency contact list of experts for elevator maintenance, utilities, internet, and moving. Make sure your utilities are working. Turn on the lights to make sure that you have electricity. If the power is not working, call your utility company as soon as possible to get the problem resolved.
Set Up the Office
Set up the computers, workspaces, standing desks and machinery so that you can see how the office looks visually from a client or partner’s perspective. Doing this immediately can help you make changes to the layout before you commit. You should even set up a comfortable lounging area that your employees can go to relax the body from any work pains, such as arthritis or arm numbness.
Test All Equipment
Once everything is in place, install and test your routers, computers, telephones and printers, making sure each works and troubleshooting as you go along. Devise and internally distribute a new phone list and office map, outlining the locations of departments, administrators and managers. This will allow you to bring in your employees to start working as soon as possible.
Clean Up
Once the move is complete, pick up any garbage that was made from the move or unpacking supplies and equipment. When you’re done, do a thorough cleaning of the entire office space so that you can ensure it’s ready for employees and clients the next day.
After the Move
Once everything is in the new location, the harder work begins. Complete a detailed walkthrough of the premises, noting any issues or damages to report to the moving company or building owner. Audit the final invoice from the moving company against your contract.
Keep in mind that you are not yet done with your old space. Confirm the termination of your old lease or agreement. Collect parking passes, security cards and keys for your old facility and return them to the landlord. Complete and file all warranty information for all new furniture and equipment and update your fixed asset accounting system for all of those pieces as well. Confirm that your address has been correctly updated everywhere it needs to be. Schedule a press release and client announcement for the next business day.
Welcome Your Employees
Moving can be one of the hardest yet most rewarding changes your business will face. After the move, make sure you take a moment to breathe and try to move beyond the stress of relocation. Give your teammates and employees the same treatment, especially if they have called the old location home for quite a while. Welcome your employees to the new office by giving them a tour and showing them where their desks and workstations are located. If you have moved to a new, better location, you might even have a short get-together in the lunchroom as a celebration of your upgrade.
Get Back to Work
Now that you are officially moved in, and your employees are back, it is time to get back to work. Your new office should enable your employees to work more productively and efficiently. In the first few days of operation, make an effort to be positive and to improve office culture. Your entire team has been through a lot, so make sure everyone feels appreciated. The relocation will be much easier if you lead by example and treat the new space as a beneficial and necessary step forward. Ask your employees what they want to see in the office and try to make it happen within your means.
How Stance CRE Can Help You
Navigating the commercial real estate market can be an intimidating task, especially in a fast-moving market such as the Inland Empire. Any commercial real estate situation can change in the blink of an eye, leaving you to face challenges that you never anticipated. And to make a sale that meets your pricing and timeline goals, there are even more factors to keep in mind.
Stance CRE can be a great resource regardless of which type of business owner you are. We have been adding value to business owners’ decisions right here in Riverside for years. We are not just market experts, we are your neighbors! We are a local business with local interests.
At Stance Commercial Real Estate, we live and breathe Riverside culture. We are not only working in the community, we live here… we love it and we want to help you succeed in it!
Call us today at (909) 772-1212 and let us help you decide which type of role is best for you!
