With the world of business changing all the time, it’s healthy for your company to change with it. The needs of employees have transformed over the past couple of years and many businesses are finding that the space they worked in before no longer meets these new requirements. Corporate moves can benefit employees, employers, and the income of the business if executed correctly. But taking on such a big move can often feel daunting.
Successful corporate moves require coordination and careful planning. There are so many things that can fall through the cracks in your planning process and cause havoc later down the line. To help to simplify the process of a corporate move, we have put together a relocation planning checklist, from assessing your company’s needs to settling into your new office location.
Phase 1: Assessment
Around 12 months before the move
Once you have decided that your business would benefit from a move, some things need to be taken care of well in advance of any major changes. This first step comprises all these checks and administrative tasks, including:
- Review your property lease: You may be able to coordinate your move with your lease ending, or you may need to factor in early leaving charges to your relocation budget.
- Identify possible new corporate location: The new location should factor in your business’s current and future possible requirements, including technology facilities and the layout of the workspace.
- Choose a suitable corporate moving company: A corporate move needs experienced and qualified management – read our blog on how to choose a corporate moving company if you are unsure.
- Set out your budget: Identifying your ideal spend for the relocation will help to prevent overspending – you can, of course, amend this if your expectations change.
- Assign a team: While a corporate moving plan can help with the process, you will need to determine individuals that will be responsible internally for the move. This team should be able to delegate tasks where necessary but ultimately stay on top of organisational elements for the relocation.
Phase 2: Planning
6 months before the move
Now that the corporate move is looming, you should now look to the next steps of your relocation planning checklist. Namely, planning. While you have the basics in place, you now need to lock down the reality of what will happen on moving day. Consider the following points:
- Set a date: For everything to have a solid plan, you’ll need to lock in a date. This is important to coordinate with the corporate moving company
- Settle current lease: At this stage, you are prepared to give official notice to your current landlord and plan for any outstanding fees.
- Moving plan: This can be as comprehensive as you like, but is useful to have on paper. This can include everything or just the major components to the move but can include your corporate move checklist.
- Assess new location: Alongside your office relocation, you should assess the layout of your new corporate space and plan where your existing equipment could be placed.
- Notify relevant people: Now is the time to start ensuring everyone knows of the change and have details of your new business address. This includes employees of all levels, clients, partners, suppliers, utility providers and anyone else who will need to know.
Phase 3: Preparation
2-3 months before the move
As the corporate move approaches, the next step is to prepare yourselves and your new space for the next stage of the corporate move checklist. This includes many administrative tasks, like utility installation and approving security passes where appropriate.
- Arrange utilities: This time period is ideal for ascertaining the best company to provide the essential utilities, including phone connections and internet capabilities.
- IT equipment: While you continue to use your technology, you should plan for how you will transport these items and install them in the new workspace – i.e. will you need special equipment for transport? Your assessment of the new location from the previous phase should help you here.
- Insurance: Both for the move and your new business location, you may require or want to invest in insurance to cover your expensive corporate equipment in case of damage.
- Access and Parking: You should also prepare a list of those who will require keys, security passes, and parking permits for the new site. If possible, you can even start ordering the creation of these keys and passes ahead of your move-in day.
- Inventory: To ensure everything is kept track of, create a detailed inventory of all the items that are to be removed from your current workspace to ensure they are all accounted for upon arrival.
- Storage solutions: If there will be a delay between your old corporate space removal and moving into your new space, storage solutions should be acquired locally to make the corporate move as smooth as possible.
- Moving day plan: Before moving day, everyone involved should know their roles in the move, including where to go and when.
Phase 4: Preparing for Moving Day
Day before your moving date
It’s finally the big day! The final checks should be underway. Here are some things to remember to check the day before your move:
- Packing: This day should be about finishing off your packing and ensuring everything is adequately labelled.
- Communication: Review your corporate moving checklist and inventory with your corporate moving company to ensure everything is to be handled correctly.
- Dismantle current space: Shutting down and moving out of your current space will require the destruction of all existing keys and passes, so ensure all of these are accounted for.
Phase 5: Moving in
Your moving date
Today will be a hectic day of ensuring everything goes smoothly. But there are still things to remember that could save you time in getting your business back up and running in your new corporate space.
- Utilities: Confirm everything works – sounds obvious, but if you’re moving in the daytime in summer, you might not check that the heating and lighting works correctly. This goes for the internet, telephone, and anything else your company might need.
- Setting up: Follow your plan to set up your office in the already agreed manner.
- Assess damages: Accidents can happen and damage is often caused during a big corporate move. Identify any broken equipment and areas of your former space to flag to get replaced or paid for.
Gerson Relocation offers comprehensive corporate moving services to ensure your business is up and running in no time. Request a quote for our services and find out how we can ease your corporate relocation today.