Moving offices is a big step for a business and it takes a lot of careful planning. Deciding to relocate the office while maintaining operations can cause a lot of stress for employees and customers. While there are many reasons to move the office: rapid growth, a better location, or to further the market reach, planning an office relocation is not a simple process.
Zip Moving & Storage eases the transition stress for office relocation. The following outline breaks down the steps of moving an office.
- Looking for a Suitable Location
- Determining the appropriate space size
- Ease of access for clients/employees
- Hiring a real estate agent
- Signing the Lease
- Hiring an attorney
- Reading through the contract
- Moving in
- Office relocation packing and transportation costs
- Timeline for moving
- Setting up Utilities
- Transfer Address with USPS
- Changing the Business Address on Web Maps and Websites
Looking for a Suitable Location
Before packing, the first step of the moving process is to draft the relocation plan. The relocation plan will create a checklist for the early stages and assist with the finer details during the actual move.
The particulars of the relocation plan will become clearer along the way, but it is important to have a general idea of what the business needs are and what priorities are paramount.
Real estate locations have vast differences, but two factors will greatly impact price and usability: the space size and accessibility.
New office spaces need to be congruent with the current infrastructure of the business. Moving offices is a timely and costly exercise and when a business is able to find a new location it makes sense to stay put for at least the next few years. There are basically two options when it comes to renting an office space:
Leasing a building – classically leased buildings will mean paying a monthly fee for the space. The lease is often a multi-year lease and the business is bound to that location for awhile. It is important to ensure the office space meets current needs as well as the predicted growth for the next few years.
Coworking Space – this trend has emerged during the past decade as a viable option for new companies and startups. The coworking space option allows a business to rent a space inside a larger facility which is shared between other companies, teams or freelancers. This option is lease-free and will let renters relocate the business without breaking an agreement. Possible downside of this option is the lack of privacy.
Although the rent for the space will be one of the first factors to consider there are many other details that will ensure the office is a good fit for the business. Firstly, the landlord should be able to prove they hold insurance on the new office.
Also, determine that any prospective office locations will be able to house all the employees/future employees comfortably. Parking/public transportation is also something to consider when deciding between potential new business locations.
Ample heating and cooling units built into the space will help employees work comfortably and prevent morale from tanking during weather extremes. Lastly, offices which include amenities such as a kitchen, communal space, and updated bathrooms will also assist in maintaining a healthy morale.
Ease of access
Consider ease of access and neighborhood safety for both clients and employees. Customer and employee satisfaction is a priority. Also, the neighborhood a business is headquartered in may influence the public perception of the brand
Hiring an agent
Tracking down suitable business locations without a professional is time consuming and may limit the options (some landlords prefer to work with real estate agents). Agents also assist business owners negotiate a better price and are much more familiar with desirable neighborhoods and local traffic patterns. Lastly, having a real estate agent prepare and review the necessary paperwork will definitely ease the burden of moving.
Signing the Lease
Hiring an Attorney
If the business has a lawyer on retainer it is advised to have that attorney present to go over the lease contract. If the business does not have a lawyer it is a good idea to find one for examining the lease agreement and alerting the business owner to any potential pitfalls for a long term lease.
Reading Through the Contract
Key words in the contract are: termination policy, early termination fees, security deposits and landlord rights. An attorney will illuminate the finer details and protect the interests for the business.
Before signing a lease, the business owner must provide the following documents:
- Proof of Identity
- Social Security Number
- Proof of Employment
- List of Previous Jobs
- List of Past Addresses
- List of References
- Check, Money Order of Cashier’s Check
- Vehicle Registration and Proof of Insurance
(The previous addresses/references list depends on the landlord; many landlords ask for these lists as proof that they are signing a contract with a responsible person.)
After the business has found a suitable location and agreed to the new lease terms it is time to begin the actual moving process. Inform the current landlord the expected move out date and inform employees of the expected timeline for moving day.
For office relocation, professional movers conduct an in-house estimate to make the best moving plan and provide an accurate price estimate.
Reliable movers will provide the business owner options for protection plans. These insurance options will protect the business from potential loss or damage that occurs during the move. Many options exist and the plans vary; business owners may request information from the moving company’s coordinator. Experts packers will take time to wrap and secure delicate office equipment before loading furniture into the moving truck. Zip Moving and Storage is able to provide secure storage services for businesses needing temporary storage.