Moving your business from one address to another can be an exciting time, but it can also be stressful and challenging.
You’ve got bulky, heavy office furniture, costly equipment, and tons of knick-knacks to get packed up.
On top of that, you have to ensure that your business continues to operate while relocating in order to attend to customers who will go elsewhere if they’re not able to reach out to you.
That’s why without careful planning, your office relocation can turn into a logistical nightmare that leads to downtime, disgruntled employees and plenty of headaches.
It can seem daunting and overwhelming, especially if this is the first time you’re gearing up for an office move, but no sweat.
Like any big task, it can be broken down into smaller, more manageable parts.
To help you avoid any complications and make your next office move smoother, we’ve put together the ultimate step-by-step office relocation guide.
Table of contents:
1. Finding a New Office for Your Small Business
When planning for an office move, you want to find a new office location that meets your business needs and fits your budget.
But first things first, it’s important to understand why you’re changing premises in the first place.
Why is your business moving? Are you looking for an area with higher foot traffic?
Do you need more space to scale up your business?
Or, is it time to move your home business into office premises?
And, above all, how will the relocation be beneficial for your business now and into the future?
Take your time as you answer all of these questions and determine where you would like to move your business’s premises.
There are many factors to consider before choosing a new location for your business, including:
- Costs (including hidden costs associated with renovation, utility upgrades, taxes, etc.)
- Hiring opportunities
- Employee experience
- Customer experience
- Opportunity to cut expenses
- Accessibility and parking
- Commuting time
- Foot traffic
- Infrastructure
- Potential for growth
- The other businesses nearby
Don’t underestimate the importance of conducting a thorough location analysis to ensure your office relocation can help you position your business for future growth.
While having a functional office is paramount for success, it is also important to evaluate your business model before making your decision.
Ask yourself, what do you actually need from a daily operations standpoint?
For instance, if you’re running a business that holds a large amount of inventory, you may want to pick a location with warehouse storage space.
But, if you are able to run most of your business operations remotely, you may want to consider a location that doesn’t tie you to a permanent traditional office.
Sure, even in a tech-driven world, every business needs an office to enhance productivity and build a professional presence.
However, if a traditional work arrangement doesn’t fit your business model, it’s best to consider a flexible location that comes with all the perks of a traditional office but doesn’t force you to function within the 9 a.m. to 5 p.m., Monday through Friday work paradigm.
For example, here at B2B HQ, we provide businesses with all the essential services they need to drive growth but without the high overhead costs associated with long-term commercial leases.
Our virtual offices are located in one of Melbourne’s most affluent suburbs, which helps in winning clients and attracting talent.
While we provide you with a permanent, unique business address, you can use the office space only when you need it, making it perfect for the hybrid and remote work model.
That’s why it’s critical to assess your business’s needs before committing to the big move.
The area you relocate to and the type of office you choose are equally important when it comes to moving your business to greener pastures.
Once you’ve decided that your business is ready to move on to another level and identified an office type and location that might fit your needs, it’s time to put an office relocation plan in place.
Hopefully, our step-by-step office relocation checklist will make your office move smoother and less stressful.
2. The Step-by-Step Office Relocation Checklist
Moving your business to a new address involves much more than getting your furniture and equipment from one place to another.
Use the list below to get you ready to handle every aspect of your office relocation.
Preliminary
- Have an attorney review your current lease and make sure you’re not incurring unnecessary charges for property damage or early move-out.
- Notify your landlord of your intention to vacate.
- Mark on your calendar the key dates of your office move (current lease termination, preferred move date, new lease signing, etc.).
- Create a budget for your office move (consider costs such as moving company, current office repairs, new office, potential fees for the early termination of your lease agreement, etc).
- Decide whether someone in your team will be in charge of the move or you want to do everything yourself. Ideally, you should create a “moving team” and assign responsibilities.
6-8 weeks before the move
- Get quotes from different companies providing business relocation services.
- Consider how you will relocate IT equipment without negatively impacting the workflow.
- Get moving insurance to protect all of your office possessions throughout the transition.
- Notify all your team members of the moving date and be sure to let them know the reason for the relocation.
- Inform all of your clients, local partners, suppliers, banks and financial institutions, insurance company, Internet service provider, and any additional service providers your business has an agreement with about the relocation by sending them a notice of change of address.
- Inform ASIC that you are moving to a new address. To avoid late fees, you must make a change of address through ASIC’s website within 28 days. You can find more details here. Additionally, you may want to read this post: How To Update ASIC Details Using A Virtual Office Address. Whether you’re moving your business to a physical or a virtual office address, you can follow the steps in the post to change your company address with ASIC.
3-4 weeks before the move
- Create a detailed moving day plan.
- Confirm your new office space and book a moving company.
- Consider how to protect your data during the move (use regular back-ups, shred all confidential documents, and double – and triple – check everything).
- Create an inventory of existing office furniture and order new furniture and stationery if needed. You may also want to consider ordering any other equipment your business is replacing or upgrading.
- Set up office infrastructure and network.
1-2 weeks before the move
- Arrange for cleaning services at your current office.
- Create a list of every staff members’ keys and passes.
- Order keys and access cards for your new office.
- Make sure every staff member has cardboard boxes, packing tape, and labels to pack up their own desks.
1-2 days before the move
- Perform a detailed check of the new office.
- Remind everyone to pack up their personal belongings.
- Update your website, social media accounts and other review platforms with the new contact information.
Day of the move
- Arrange your furniture and tech equipment in the new space.
- Check out to see if you’ve missed any items and identify any potential damage.
- Designate staff members to unpack and restock.
Conclusion: Every business needs an office.
Perhaps your current office is too small and you need to move to bigger premises.
Or perhaps it’s time to give up your home office and get a professional address for your growing business.
No matter where your business is currently located, sometimes you find that your office doesn’t feel right anymore.
However, moving your premises is never a decision to be taken lightly.
Follow the tips in this post to choose your next office location and create an office relocation plan.
With a thorough plan in place, you can reduce downtime and minimise the stress of office moving.
Want to move your business to a prestigious location in Melbourne but do not want the high costs associated with having a traditional office? B2B HQ provides affordable virtual office solutions for businesses that want a professional presence without incurring significant costs. In addition to a professional business address, we offer fully equipped meeting rooms, high-speed Wi-Fi, permanent landline, and so much more. To rent virtual office space in Melbourne, head over to https://b2bhq.com.au/virtual-office/.
