11 Tips for When You’re Moving to a New Office Space
It’s Never Too Early to Start Planning
Whenever you move to a new office space, the last thing you would ever want to consider doing is “winging it.” You should start the planning process very early on to ensure that everyone knows what they will be doing and to avoid any potential moving mistakes. If you try to change offices willy-nilly, you’ll likely find yourself and your employees stressed and scrambling at the last minute to get everything together. An all-nighter in the office stuffing boxes full of staplers and pens is not how anyone wants to spend their free time, after all.
You should have detailed plans in place to get everything ready for moving day and determine where everything will go once you have moved to the new office. Take a look at the new building’s layout to determine what needs to be done or added and consider how all of your furniture and appliances will fill the space most effectively. Also, be sure to take the time to plan out your moving budget.
Research the Best Moving Companies
It’s always best to conduct research on your local professional moving companies and get some quotes from them, especially since moving can be a costly process. Get at least three different quotes and determine if you’ll be able to hire a full-service moving company to handle the packing, transport, and unpacking. You can also ask around for recommendations of quality moving companies to ensure that they have a proven track record of success.
Select a Moving Manager
You’re going to be dividing the work between all of your employees, but you should also be sure to select a moving manager to help keep everyone on the right track. It would be beneficial to choose an administrative assistant for this task, or someone who has some experience with business relocation. The primary key is that they are responsible and effective in helping everyone transition to the new office space.
Carefully Coordinate I.T.
One of the most significant components of moving offices is disconnecting and reconnecting all of your electronics. Let your I.T. department know the second you have selected a move date and have them draw up a plan of action to start transferring all of the equipment. You can’t outsource this job, so it’s critical that your I.T. team knows what they are doing and gets to work as soon as possible.
Assign Tasks and Have Employees Pack Their Desks
The moving company you hire should handle the packing and transport of the big-ticket items in your office, but you’ll also have to have your employees collect their own belongings for the move as well. Give them notice about the move, and encourage them to pack and move a little each day. You don’t want anyone scrambling to get packed at the last moment. You can also give them a few hours the day before moving to pack up their desks and get things in order.
Understand and Disseminate New Building Rules
Buildings have basic rules about relocating, so make sure you check with your new office managers to know about the procedures that you’ll have to go through on move-in day. For example, you may only be allowed to move in after business hours, and you may need to make formal requests to use service elevators. Make sure you obtain and understand all of this information as soon as possible.
Do you want to move your business to a new office but want some extra assistance to make sure your new space has everything you need? Check out TailoredSpace today, or reach out to them at 951-755-0044 to learn about their top-quality services.
Ensure that Everything Will Fit
This is a basic step, but it can throw a lot of people off. Ensure that the dimensions of your equipment and appliances (i.e., conference room tables, desks, printers, and breakroom refrigerators) will work with the new office layout and get rid of anything that won’t work before the move. That way, you won’t be transporting things that you’ll just end up tossing out later. You can also contact professional office designers like TailoredSpace to furnish your office if you’re looking for a new setup.
Go Through Address Change Procedures
Notify the appropriate agencies and start updating your documents with your new office address early, so they will be ready to use the day you move in. You’re going to need to update business cards, envelopes, letterheads, return labels, and anything else that indicates the location of your office. Also, be sure to reach out to clients and distributors who regularly ship things to you.
Don’t Forget Your Business License
After updating your address with the necessary entities, don’t forget about your business license. Already have one? Great!—just make sure to notify the issuer of your new address. If not, here’s what you need to know.
Once you register your business, you’ll need a business license—a permit issued by the government allowing you to operate your company in a certain location. Whether you need a local or federal license depends on your business activities. In most cases, you’ll need a local business license—federal ones deal with activities regulated by one of their agencies like mining, fishing, broadcasting, and agricultural operations.
For most businesses, a local permit is all that you need. These are supplied by your city or state and determined by the local laws. In order to obtain one, you usually need a commercial address that is also a licensed business. Your chances of successfully getting a business license weigh heavily on using a licensed business as your address.
Your virtual office provider can help you file the correct business address and the business license info associated with the office space.
What if you don’t have a physical office, but you need a business address to get your license? Check out our Virtual Spaces!
Label Boxes Diligently
You want to avoid losing any potentially important or expensive equipment, so it’s essential to label everything you’ll be moving diligently. The most efficient method for this is to label each box with its intended location in the new office and a number. You should create a detailed spreadsheet that lists each box’s number and all of the items inside of it. Though this might initially seem like a lot of work, it will help ensure that nothing important ends up lost or misplaced.
Move Non-Essentials Yourself First
If possible, try to transport as much non-essential stuff in your office as you can before the actual moving day. The moving process will become much easier if you take the time to move things like plants and basic office supplies on your own. That way, you won’t have to worry about these items when moving the larger, more critical items.
Transitioning to Your New Office
What if you’re moving to a new office, but there’s a gap between when your lease expires and your new location being ready for you? TailoredSpace has some options while you’re waiting to move into your new office.
If you just need a space to get some work done in the meantime, you can rent a coworking desk space. These spaces are perfect for individuals who work dynamic schedules—come and go as you please, and you’ll get access to all of TailoredSpace’s perks and amenities!
If you’re in need of a more private workspace, you can rent office spaces that accommodate up to 25 team members. These offices are fully furnished and ready for you to move in (even if it’s only temporary). TailoredSpace’s offices are ideal if you want a private, dedicated workspace but still want to be a part of a larger communal environment.
Celebrate the Opening of Your New Office
Once everything has been moved, unpacked, and set up to your liking, it’s time to celebrate with your employees on a job well done. Office relocation can be very stressful for everyone, so it’s essential to destress while thanking everyone for their hard work and dedication. It’s also a wonderful way to get your employees motivated to work in their new space. Put a tiny budget aside for a post-relocation party or luncheon within the first week after moving to show everyone how much you appreciate their efforts.
Are you thinking of moving your business to a new office but want some help making sure that your new workspace will be everything you need it to be? Check out the TailoredSpace website or reach out to them at 951-755-0044 to learn how they can help.
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