OFFICE RELOCATION / CLEANING SUPPORT SERVICES

OFFICE RELOCATION / CLEANING SUPPORT SERVICES

Moving an office can turn your business upside down temporarily, especially if you don’t plan every detail. Misplaced files, damaged equipment, lost sales and a host of other problems can accompany a business relocation that doesn’t address all of the logistics well in advance and communicate them to key stakeholders. Put one person in charge of the move, and give instructions to each employee to make your move as seamless as possible.

Review Your Leases

If you are leasing space, review the terms of your contract for both the old and new spaces. You might not be allowed to physically move furniture and other items during certain hours. There may be penalties for early termination of your contract, and you might not be allowed to sublease your space. Make sure a new office building supports the technology you need, such as high-speed Internet, wireless and cable.

Contact Service Provider

Meet with phone, Internet, cable, cleaning and any leasing companies -- such as copier, postage meter or food and beverage vending companies -- to discuss your move and ensure that you can get the services you need in any new space you are considering. Speak with providers for your current space and the new office. Determine the logistics for switching, terminating or starting new service, including when the work can be done and any financial considerations, such as deposits and penalties. Negotiate new contracts or modify existing ones.

Using your pre-move research, create a budget for the move, including all deposits, fees, penalties, mover costs, employee overtime and possible insurance deductible. Include lost sales. Meet with a real estate broker who specializes in office space to discuss what considerations you can get from the new building, such as a reconfiguration of the space, the best early termination clause or any free rent.

Time Management

The first step in relocating an office is to set a timetable for the move. Moving day is only one part of an office relocation timeline. You may need to prepare the space into which you’re moving, begin packing up your office in stages, have new items delivered before moving in and move equipment and personnel in stages. Plan your move dates starting with the initial teardown of your current office and ending when you write the last press release announcing your new address. This helps you determine the availability of movers, vendors and staff and your costs.

Address the Logistics

Make a written inventory of your office, and create a plan for moving everything in stages. Start with items without which you can operate for days or weeks, packing and storing or shipping those first. Meet with a moving company to determine how and when you can move and the costs involved. Discuss the contract and movers' insurance. Contact your insurance company to discuss its policies regarding moves to ensure your assets are covered at your current location, during the move and at the new office.

Communicate

Create a communications plan that keeps employees, customers, vendors, the moving company, both buildings and the public abreast of your moving plans. Contact customers with your new address, phone and email and the date those will be active. Give any special instructions for conducting business during your move. Notify the media, including trade associations and local media. Print new stationary and business cards and update any printed marketing materials you use. Announce the move to employees, including all timelines and outline their roles. Get written verification from vendors regarding when they will terminate and begin services.

Do the Walk-Throughs

Walk through the old office after it is empty with the building manager to determine what, if any, damage you will need fix or pay for. Get quotes from contractors on any major repairs. Walk through the new space with the building manager to make sure all of what you were promised in your lease was supplied and works.

This is how we do our work, so call us now at 1300-550-720 and we’ll help you out of your office relocation shortcomings.