Tips For A Successful Office Relocation
Moving your commercial real estate office from one location to another is often necessary as your business grows. However, it is also a big undertaking and it’s easy to become overwhelmed during the process. You can make the process flow as smoothly as possible by planning ahead and using some of these helpful tips to make your office relation a success.
Establish A Plan
Once a new location is decided on and the lease is signed (or the lease negotiations are in the final stages), your office relocation plan should be created. This plan should include a detailed timeline, person-specific responsibilities and assignments, a list of goals, and contact names and phone numbers of key people. The plan should also include details as to when and how the formal announcement of the move will be made to the office staff and to your clients, and formally assign a primary moving coordinator (this person oversees the moving process and coordinates all employees during in move). You can easily keep track of important moving dates and tasks within your commercial real estate CRM software, like ClientLook.
Office Equipment and Furniture
Make sure to take note of the dimensions of the new office space, and put together a floor plan that shows where all of your current office furniture and equipment will be located in the new space. You can have each of your employees be responsible for packing and moving their small personal items, while your professional moving team will handle all of the office equipment and furniture. Keep in mind that some commercial movers often have someone to assist you with space planning if needed, and they may also be able to help you donate any old furniture that you don’t want to take to the new space.
To save valuable time and money, make sure you have the office equipment and furniture prepared ahead of the scheduled move time (drawers and cabinets should be emptied, appliances should be unplugged, etc.). Your moving coordinator should be on location at the new office space to instruct the movers where to put the equipment and furniture (to make this even easier, you can label each item as to where they will go).
Schedule your critical IT equipment to be moved on a non-business day. In preparation for the move, make a full backup of all your non-cloud based data (at this point you should be managing your Contacts, Client Relationships, Deals, and Properties in a cloud based CRE specific CRM software). If possible, a copy of your backup should be stored off site. Prior to the move, install and test a sample of your network infrastructure at the new location to avoid disruptions on the first business day after the move. On the moving day, your IT personnel should physically transfer the servers, storage systems and desktop terminals. Once everything is installed, the network should be connected and all your systems should be powered-up and basic function tests should be completed. If possible, address any issues prior to the next business day so your staff is up and running as quickly as possible.
It is very important to notify all your vendors who provide office services (such as your internet, telephone, postal service, etc.) ahead of your moving day and schedule appointments with as much advanced notice as possible. This will give the technicians any needed time to install and test your services and infrastructures. In addition, try to ensure any technicians will be available on your moving day in case any problems occur.
Agents and Staff
An easily overlooked but extremely important component of your office move are your staff and agents. People typically don’t like change, so when you’re preparing to move offices, allocate a good amount of time to introduce the new work environment to your people. Something as simple as a company sponsored lunch and tour of the surrounding area can go a long way with making your employees feel excited about the move. The more comfortable your people are, the smoother your move will be.
Whether you enlist the help of a software program to manage the dates and tasks or handle your move on paper, one thing is a must: stay organized and plan ahead. Your ultimate goal is to have all of your operations function properly when you re-open for business.