Movin’ on Up: Why Relocating Offices Doesn’t Have to Suck

Benefits of office relocation

Office relocations happen for many reasons. Your business may be expanding to a new city, moving to a more ideal location or transitioning to a space that better accommodates your staff’s current office needs. Regardless of your reasons for moving, there are many ways office relocation can be beneficial. 

1. Relocating can enhance your brand.

Offices can say a lot about a company. For example, office decor can communicate whether your organization immediately is young, quirky or more traditional. Since outsiders can learn much about your business from your offices, moving is a way to change how others perceive your brand immediately.

A company’s brand style, tone and purpose often change as it develops. Moving offices lets you update your aesthetic quickly to align with the message you want your company to convey. The building, interior design, location and style you choose are significant factors in creating your brand’s tone and portraying the right message. 

2. Relocating can inspire innovative work methods.

New methodologies, such as hybrid work, lean working, the agile workplace and swarm intelligence, may seem difficult to implement in a stuffy, traditional office. However, once you start planning an office move, the possibilities multiply. You can put new theories and techniques into action before the interior design is set in stone.

Creating open working spaces, collaboration areas, small acoustic rooms, hot-desking areas and employee lunch areas will be easier. You’ll have a blank space to work with, and you’ll be able to create a welcoming environment to fuel your company’s new work style.

Employees can also experience a total refresh and mental reset when working in a new building. Transitioning to new surroundings is an excellent opportunity for them to implement new and innovative ways of working. [Related article: Ways your office environment affects productivity]

3. Relocating is a chance to grow your company.

More space, a nicer office or a better location can make the hiring process easier, improving your workforce. You may be closer to large talent pools or have the space to take on additional team members. 

A company that has recently moved to better, brighter offices is also likely to look more impressive in the eyes of clients and prospective employees who feel like a cultural fit in the workplace instantly. Moving is a signal of success, determination and dynamism. You aren’t just standing still, letting the company fall into a routine. Instead, you’re signaling your business is in a growth stage.

4. Relocating can help you improve employee health and safety.

COVID-19 made people hyper-aware of tight working spaces that make it easier to pass along germs. As a result, many employers have chosen to enhance their workplace’s safety precautions by relocating offices. For example, the pandemic spurred some businesses to move to floor plans that allow a more spread-out office format with barriers between workstations. Other companies sought buildings with an improved ventilation system. Some required fully loaded video conferencing rooms to communicate with employees working from home while others utilized outdoor spaces.

As you consider how your office surroundings can impact employee health, relocating is an opportunity to improve and protect your staff’s physical well-being.

5. Relocating can help you save on rent.

While most companies aren’t ditching the office altogether, there has been some downsizing. Some larger organizations are scrapping their massive central headquarters in favor of smaller satellite offices for functional groups. With more office space available to lease and increased competition among landlords for tenants, you could snag a favorable deal and save on rent. 

Even if you aren’t looking to increase or decrease your office size, if your company is nearing the end of its current lease, you may be able to take advantage of lower rents for comparable spaces somewhere else, depending on the CRE market in your area. 

How to plan for an office move

Staying organized and getting the right help are keys to a successful office move. Follow these planning tips for the best results:

• Plan ahead for your relocation: The earlier you start planning your office relocation, the better. You won’t feel rushed into hasty decisions if you give yourself plenty of time to orchestrate the move. If you decide to conduct the move yourself instead of hiring a moving company (see below), it’s even more important to take your time organizing your relocation game plan.
• Consider outside help for your move: It can be valuable to opt for external help before, during and after your office move. Companies specializing in office relocation can help you find your new property, facilitate the transition for your team members, deal with setting up the office’s interior design and handle unexpected details. Using an external company ensures you’re taken care of from start to finish with less of a burden on your shoulders. The decisions will be yours, but the hard work of getting there will be someone else’s responsibility.
• Find reputable assistance: If you opt for office relocation assistance, research your options thoroughly. Find out which companies work with businesses similar to yours or in the same industry. Ask for testimonials, referrals and case studies. The more experienced a moving company is, the smoother your move will be.

How to move offices successfully

Successful office moves involve managing three crucial elements: people, finances and traditional moving tasks.

How to deal with the people involved in your move

Office relocations can be sensitive to discuss with your staff, especially if considerable changes are coming. Change — even the positive change that comes from moving — is stressful because it brings disruption, uncertainty and unfamiliarity among all the benefits. 

Employees may be concerned about their new commute, parking, getting used to a different workspace and where to eat lunch. Some team members may be concerned about their families thriving in a new community if employee relocation is involved. This is why businesses may find it helpful to hire outside companies to counsel their workforce before, during and after the transition. These companies have the experience and expertise to support your team properly, giving you peace of mind. 

Whether or not you’re using a third-party relocation service, here’s what to do to be considerate of the people involved in your office move:

1. Notify your landlord: Understand the terms of your current lease and what’s involved with giving notice for vacating the property.
2. Tell your staff well ahead of time: Ensure your team has plenty of notice about the move.
3. Give your team a say: Solicit input and informal feedback about the move. The more included employees feel, the more supportive they’ll be. Ask for their suggestions about the new office location, design and layout.
4. Be proactive about employee concerns: Try to anticipate employee questions and concerns about the new environment and proactively provide information and suggestions. For example, give staffers maps showing nearby parking, commuter routes, mass transit stations and restaurants. If workers and their families are relocating to this new community, include information on schools and their ratings, community centers and neighborhoods.
5. Offer resources: Give employees resources to help support them emotionally and logistically throughout the moving process.
6. Create a moving plan: This plan should include identifying which people are responsible for specific tasks, such as setting up your business phone system in the new office and ordering cubicle elements.
7. Instruct employees about packing: If employees are responsible for packing up their desks, let them know and show them how you’d like boxes and equipment to be labeled.
8. Create a list of access elements: Make a list of who has key fobs, parking passes and access cards for your current location and collect them as the transition takes place. Get keys, parking passes and access cards for the new location and distribute them as appropriate. Inform employees about any biometric access control systems and visitor management systems you’ll be implementing in the new location. [Learn how business security can help your company grow.]
9. Notify nonemployees of the move: Inform strategic partners, affiliates, suppliers and customers of the move. Create a change-of-address notification and update company address listings on your business website, social media accounts, bank accounts and paper and digital stationery. You’ll also need to change your business address on Google and Yelp.
10. Be patient: Cut employees some slack immediately following the move if they’re late or need time to adjust. Others, whether customers or vendors, may get mixed up at first too.

How to handle the finances involved in your move

Relocating can be expensive. It’s crucial to handle the finances properly to avoid overspending and other financial errors during the move. Follow these best practices:

1. Understand your current lease: Review your current lease to ensure you’re not incurring unnecessary charges for early move-out or property damage.
2. Determine if you need moving coverage: The industry standard for moving insurance is 60 cents per pound, so if a 50-pound desk gets damaged, you would only get $30 reimbursed. You may want additional coverage if you’re transporting critical equipment vital to your business operations. Typically, business owner’s insurance doesn’t cover the types of damage that can occur during an office move.
3. Set a moving budget ahead of time: Creating a moving budget will help you make planning decisions that save money and avoid financial surprises.
4. Discontinue current services: End or transition services at your old office, such as cleaning, landscaping, security and pest control, at the appropriate time. You want to ensure these services continue as long as your current space is still inhabited but without paying for any longer than you have to. 
5. Assess current suppliers: Review your current suppliers, inquire with them about loyalty discounts and ask for quotes from alternative vendors that may now be closer to you. One simple evaluation and review could result in significant yearly savings.
6. Reevaluate technology and equipment: Consider your current technology and equipment and decide whether to move it to your new space. Office relocation is an excellent excuse for transitioning to newer, more efficient systems and tools.
7. Transition your insurance policies: Look into transitioning your business insurance to your new location. If this isn’t possible, get a new policy.
8. Terminate the old lease: Ensure your old lease was terminated in writing and that it accurately notes the date you are fully vacating the space.

How to manage traditional moving tasks in a relocation

Beyond managing the people and finances involved with an office relocation, other essential items should be on your to-do list:

1. Research moving companies: Investigate moving companies and decide if you want them to pack everything for you or if your team will do it themselves.
2. Hire a designer: Employ an interior designer to plan any landscaping, decorating and internal workstation arrangements at the new office. Have the designer contact the property manager for the locations of Ethernet connections, phone connections and electrical outlets so they can draw up a floor plan.
3. Buy new furniture: If you’re buying new furniture, decorative items or equipment, choose and order it so its arrival dovetails with your move.
4. Back up your data before the move: It’s critical to back up essential documents and data so that you can easily restore them if anything is damaged during the move. Consider using a top cloud backup and storage solution to protect against data loss.
5. Set up appointments for critical installations: Arrange for electric, phone and internet service to be installed at the appropriate time.
6. Schedule tech setup help: Determine if you’ll need help setting up your company’s computers and information technology systems and if so, arrange for professionals to handle this.
7. Do a walk-through: Conduct a walk-through of the new office about a week before the move to ensure everything is in good condition and the electricity and other utilities are turned on.
8. Take inventory: Inventory and tag existing furniture, equipment and office supplies and take photos of everything before moving in case things are lost or damaged during the transfer and you need to file an insurance claim.
9. Get moving supplies: Gather moving supplies such as boxes, packing tape, labels and bubble wrap in advance.
10. Pack: Pack up everything or have the moving company pack for you with minimal disruptions to your business operations.
11. Set up your new location: Consult the floor plan when placing items in the new location, setting up any dividers and labeling each space. Set up furniture and equipment and be sure to test everything before expecting your team to fully resume normal business operations.
12. Set up signage: Install new signage in your workspaces and on your building, if necessary, so it’s clear what areas are meant for what.

How to ensure a cost-effective move

Moving offices can be expensive, but there are ways to minimize the costs, especially if you follow these best practices: 

• Plan and prepare: Plan and prepare for the move early to make the best decisions and take advantage of early-booking discounts.
• Consider your company’s future needs: Think carefully about your current office space needs and near-future needs. If you’re growing fast, consider getting a bigger space than you currently need to avoid having to move again in the short term.
• Research and compare moving companies: Check out reviews of moving companies and ensure everything you need is included in each quote so you can compare apples to apples when deciding between vendors.
• Consider an offseason move: Move during the offseason (winter or fall) when prices are lower.
• Get rid of unnecessary items: Before moving, sell, donate or discard broken, unneeded or outdated furniture and equipment. Run promotions to cash in on excess inventory and securely shred unnecessary documents to have fewer things to move. Consider paper shredding services if you have a massive number of documents to dispose of. Alternatively, invest in document digitization to cut down on paper and clutter.
• Get quotes and negotiate: Don’t just pay the first amount you’re quoted, whether from a moving company, interior designer or management company. Most things are negotiable.
• Pack with your team: Rather than having a moving company pack papers and supplies, have your employees pitch in and make a party of it for motivation.
• Don’t pay for brand-new furniture: Get refurbished office furniture or shop around for the best deals.

New office, new start

Moving your office location won’t be easy, but it doesn’t have to be a negative, overly time-consuming task. Moving gives you a chance to revamp your business, motivate your staff and save money. You’ll also get the opportunity to review your company’s core values and evaluate how your workforce collaborates and communicates.

You may also find that changing your team’s environment creates a massive morale boost, empowering employees and encouraging proactive work and positive feelings for the company. Strategic workplace transitioning is a huge part of the relocation process, but it makes the entire journey much smoother when done well.

Skye Schooley and Chad Brooks contributed to this article.