Why Do You Need an Office Relocation Strategy? 

Office relocations in Perth are on the increase, driven by a changing workforce and its need for flexibility. However, few organisations have an office relocation strategy, and not all of them do, making moving riskier than it should be. 

Many new clients tell us about past relocations that were marred by confusion. The result? Inflated costs, misdirected inventory, misplaced things, late deliveries, and excessive stress. So, how can your office avoid these types of relocation issues? Develop a relocation strategy. Like every other business decision, relocation requires strategic planning. 

How to Plan for an Office Relocation

Deciding to relocate an office affects every part of your business. 

If you discover that it is not the ideal moment to relocate, consider ways to improve your current office. Selecting an office location is a crucial decision, and you don’t want to rush this.
Once you’ve decided to relocate, this is where you should start. 

This post will help you clarify your approach to relocating so that you can make the best decisions for your next move. 

What is an Office Relocation Strategy?  

Office removals strategies are well-planned and documented approaches to moving. They answer questions concerning your moving progression from the early stages to the final goals. In a nutshell, relocation strategies records how you will relocate your office. For example, how will you relocate multiple departments, each with hundreds of employees? 

• How will you manage service interruptions? 
• How much product inventory will be moved the new location, and how much will go into the storage? 
• How will you set dates and meet deadlines? 
• How will you communicate with staff and customers during the transition? 
• How will you allocate your budget? 

What Should an Office Relocation Strategy Include?  

A Dedicated Team 

An office relocation team comprises operations, human resources, finance, and communications members. You may also want to think about adding members-at-large from other departments. The number of individuals you can assign to office relocation activities is determined by the size of your team and the scope of your move. 

Assign a project lead to oversee your office relocation. An office manager is typically a good fit for this position. This point person will communicate with the management team, allocate tasks, and keep your project on track. 

Make sure your team is in place before you proceed. External partners could include realtors, property managers, designers, builders, and office removalists Perth. These individuals will provide critical feedback that helps shape your workplace relocation. 

A Timeline 

Timelines help you manage workloads and resources by highlighting each step of the transitioning process. Your team will understand where they are going, short—and long-term. Timelines can also provide a realistic estimate of the total time required to execute your move. Viewing big projects in small, digestible chunks makes it simple to stay on track. 

When creating a timeline, keep your operational needs in mind. Moving during the least busy time of year is a great office relocation strategy. If it isn’t an option, there are other strategies to minimise disruption to your workflow. For example, set up your IT setup based on departmental priorities—plot action steps to see what influence they will have on your everyday operations.

For example, you can observe when service outages will occur. This implies you can provide advance notice to your customers. Consider a timeline as a strategy for keeping your organisation running during each stage of your office relocation. 

Because a realistic timeline is simpler to stick to, make it as precise as possible from the start. The first step is to schedule your removalist Baldivis. You should schedule office removalist Rockingham at least several months before your move date—next, schedule activities such as delivery dates, packing dates, and project milestones. 

Milestones 

Mark your timeline with milestones. Office relocation milestones are steps in the moving process that reflect your accomplishments. And they indicate when the next phase begins. Milestones are especially beneficial during multi-phase moves. However, smaller moves might also benefit from utilising milestones to track their progress. 

The following are some example milestones for an office relocation: 

• Booking removalist Baldivis
• Finalizing office design
• Completing construction
• Moving departments
• Setting up IT systems

Contingency Plans 

After you’ve created a timeline, you should consider the unexpected. If you are not prepared, everything from cost rises to natural disasters might throw you off track. A contingency plan helps you prepare for problems that may arise throughout your move. Identifying challenges ahead of time increases your chances of meeting your goals. 

Office removals experts can assist you understand your potential risks. This allows you to pivot as needed to serve your customers and staff with minimal disturbance. Consider the elements that are most likely to affect your project and devise a basic strategy to control them. 

Here are some solutions to incorporate into your relocation contingency plan: 

• Approve multiple suppliers to cover any project delays. 
• Check equipment for maintenance in order to keep it in commission while waiting for upgrades.
• Determine parameters for expedited transportation services. 
• Identify areas for budget cuts in case of unexpected cost increases. 
• Select alternate building materials to save time and money. 
• Qualify candidates who can join in the absence of a critical team member. 
• Arrange off-site resources to avoid unplanned IT disruptions. 

An Office Relocation Budget

The objective is to create a realistic budget that reflects the full scope of your move. To do so, examine all of the office relocation services you will require. Begin planning your budget by obtaining quotations from removalist Rockingham. 

The top office movers and removalists Rockingham can assist you with your budget because they understand the key aspects to consider. Include storage, furniture installation, repairs, design, and insurance expenses, if applicable. Ensure that your office removalist Baldivis have adequate insurance to cover your inventory. Consider additional insurance for high-value items and specialty equipment. 

There are several charges associated with leasing or purchasing a new office. These include down payments, legal, realty, and property maintenance fees. Cleaning and repair costs are also factored into the facility budget. Keep an eye on your budget, especially as you get closer to the move-in dates. Unexpected circumstances may result in cost hikes — or savings — that impact your project. 

Support for Employees 

Of course, you should talk with your personnel about accessibility, technology, and work-style preferences. Determine how well you are currently serving their needs. Then, decide what to improve with office relocations Perth. However, you can also decrease the stress of relocation by providing additional support for your employees. Naturally, people’s concerns will differ depending on their location, lifestyle, age, and career level. However, everyone’s concerns need equal consideration and care. Take as many proactive steps as possible to address them. 

For example, ask move managers to address practical questions about moving day. Maintain open channels of communication during your transition. Make it clear which relocation expenses your firm will and will not cover. Depending on the scale of the move, you may also consider providing orientation packages. 

A Communication Plan

Get people involved in the transition. Involve employees, partners, clients, and the general public in your moving communications. Concentrate on the rewards as much as possible. Recognise challenges where necessary. To keep people engaged, we propose that you communicate through various channels. Regular status meetings and email updates are simple methods to implement. 

Alternatively, you can utilise more powerful tools such as spreadsheets or project management software. You can even choose software that integrates with other systems that you use for finance and HR. Define the role of your company’s website and social media platforms in your transition. How will you use it to engage other people outside of your organisation? Don’t forget to update your letterhead, marketing, and online profiles after you’ve moved. 

Outlining a communications strategy allows you to send timely signals about your office relocation. When it comes to keeping people from feeling overwhelmed, timing is crucial. Communicate your roles, responsibilities, and contact information. Also, keep decision-makers accessible on relocation days. Make sure everyone knows when they’re moving and how they’ll gain access to the new building. During transition periods, communicate any specific arrangements to suppliers and staff. 

A Design Plan

First, assess your current assets, ranging from technology to furniture. An audit will indicate what needs replacing, repairing, and refurbishing. Your design team will assist you in deciding what to move and where to place it in the new office. Then you can decide what to buy. Make sure to budget your expenses. Finally, give blueprints to the office removalists Perth. They will then check that everything gets delivered and installed according to specifications.
Here are some office design aspects to consider before leaving. 

• Accessibility 
• Workstations 
• Desk styles 
• Private/open areas 
• Reception 
• Storage  
• Branding 
• Decoration 

A Decommissioning Plan

Office decommissioning is the process of taking an office out of service. That entails clearing everything out. Following that, you must leave your office in the condition specified in the lease agreement. Typically, you are expected to return the rented space to its original condition. Begin by listing your workplace furniture, equipment, and other things such as artwork and decor. Next, you can collaborate with your movers to donate, sell, store, relocate, or recycle your belongings. Finally, make repairs and clean the office. 

Hiring pros to package and handle your high-value equipment is essential. Employees, however, can pack their workstations. You may allow personal possessions to move with company property—or instruct individuals to take their belongings home and bring them to the new office later. Professional office movers will provide labelling and packing instructions to keep things organised. 

Don’t forget to collect and return the key and access cards. Remove all company signage from the building. 

Goals and Measurement Criteria 

Be specific about what you intend to accomplish throughout your move. Then, if possible, integrate this into big-picture company goals. Say you want to improve customer service. Your relocation strategy should reflect this. For example, the customer support department will be given priority during the relocation. You may even consider customer updates a vital component of your communication strategy. If you want to improve your business image, consider moving to a specific neighborhood. 

Determine how you intend to measure the success of your move. Include evaluation measures for business performance, communication, costs, and employee satisfaction after the move. Plan to analyse external partners as well; we love to get feedback. Remember that recorded processes and results are critical to enhancing future moves. So, you will be one step ahead the next time you relocate. 

An office relocation strategy isn’t a checklist.

However, a relocation checklist can be helpful after you decide your approach to moving. An office relocation strategy serves as a point of reference decision-making. A checklist lists the tasks you must perform to reach your goal. You may (and should) employ both while moving workplaces. 

More Office Relocation Tips:  

Prepare Orientation Packages

An orientation package can consist of a welcome letter and an employee directory. It can also include building access information, parking directions, and policy updates. Local services such as transit, restaurants, and gyms can also benefit people new to the area.

Take Safety Precautions

Plan to reduce hazards during a business relocation. For example, you can designate locations for keeping boxed boxes out of the way. When boxes obstruct walkways or limit space in common areas, stack them carefully to avoid trips and falls. Never block doorways or emergency exits. Using the right moving supplies can help keep your workplace safe. 

Heed Privacy Concerns

Develop a protocol for moving and storing private information. Outline how you plan to back up electronic data and secure hardcopy files during the transfer. Before you move, consider how you will dispose of any obsolete documentation. Policies should protect firm records and client databases. 

If you need assistance arranging your next relocation, contact the professionals.