Get expert advice on your office move from our Guest Blogger Karen Warner, Corporate Moving Specialist
The office move can be more stressful than any client presentation. So much to think about and plan. To avoid mishaps, delays and most importantly, the continuous stress, use a moving timeline.
Making a Forecast
Knowing how early to begin preparing for a move starts with understanding how much needs to be moved and when. Use the square footage of your current office space to determine how much time you will need to pack up. Once you have a clear goal determined, you can begin the planning process and create your timeline.
Questions to Ask about Your Office Space
What will your new office space needs be? Here are some important questions to ask yourself and other decision-makers.
- Will you need the same amount of space?
- Will you need more?
- Will you need less?
- What is your budget ceiling?
- What is your location range?
Once you define these parameters you can begin scouting for future sites. Use a combination of resources to find properties. Use commercial realtors but also do your own search using commercial real estate websites. Even your drive to and from work can be an opportunity to identify future office space. Within the first month, you should have at least 10 potential properties that meet your criteria. Begin setting up appointments to tour these properties.
Determine Potential Property Candidates
As you begin touring potential properties, use a star rating to determine their possibility of a future site. One star can be an absolute no, 2-3 stars can be a maybe and four and five can be your best candidates. Keep notes on why you gave this rating so you have a clear rationale when you report back to decisions-makers.
Use your star rating as a guide to short list your properties. Do not rush to select a location right away. Things can change and you may find yourself with no other alternatives. Keeping several properties on your short list keeps your options open while you begin space planning.
Space Planning
Confer with the new landlords to determine how your workspace needs will fit the space requirements of the new building. Landlords will usually provide at their cost a space planner to assist with the evaluation. This step will also help clarify the best possible future worksite.
Requests for Proposal
By month four you should be submitting requests for proposal. By now you should have two or three sites in consideration.
The proposal will help the landlord address specific issues for the location. Your Request for Proposal may confirm items such as:
- the actual square footage you are leasing
- the lease term
- the lease commencement date
- building operating expenses
- expansion possibilities
- security
- parking
- options to extend the lease
Nail Down a Location
By now you should have enough information and confidence to choose your future site. Don’t be afraid to negotiate the lease terms. Landlords may be willing to make accommodation to fill the space or offer building amenities in exchange for longer lease terms. A signed lease is the launching pad to begin preparing for the office move.
Hiring the Moving Company
Your first impulse when considering movers is to contact the same company that moved your house. Commercial movers are more familiar with moving office equipment and more experienced when it comes to ensuring everything goes where it needs to go in the new office space. Get your quotes from commercial movers and narrow your list down by price, experience, licensing and insurance verification, as well as your overall confidence after a face to face meeting.
Moving Company Proposal Summary
Use this moving company proposal summary to define the right commercial and estimate your moving inventory.
Get Your Own Moving Supplies- Order Moving Supplies in One Easy Step
All movers will want to upsell you moving supplies. But you can get your own at a much more reasonable price (always remember your moving budget!) Plus, there are other factors to consider:
- Moving boxes are often leased for a move. The moving company will want them back after the move, rushing your unpacking process.
- You may want to keep some things in long term storage and you may want to keep those boxes.
Quick Tip: Order All Your Supplies At Once So You Don’t Forget Anything.
Organizing Other Employees
Make sure employees are staying on schedule while packing. Some may be more efficient than others and you may be the only person to compel action.
Moving Day
Everything should be ready to go on moving day. Make sure your destination is also ready to ensure an easy and stress-free move.
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