10 Steps to Prepare for a Company Office Move – Office Moving Checklist

The decision to move to a new office is exciting, but it can also be clouded by apprehension and anxiety. Any move is a big change, but moving an entire company – plus all of the equipment, furniture, data, and belongings that go with it – is no small task. Both business owners and employees worry about the disruption that a move might cause in day-to-day business operations. Knowing how to effectively prepare for a company office move is the first step toward reducing feelings of nervousness and stress when it comes to the moving process.

There are many reasons why a company might choose to move to a new location. Whether you’re experiencing growth, are looking for more cost efficiency, or are changing the work model (for example, to a hybrid model) or business model, a smooth transition process can facilitate excitement about the change and the future of the business. As businesses struggle to find engaged, competent, and reliable employees, more and more companies are also turning to better spaces with more amenities that help attract and keep valuable staff members.

Perhaps the two top ways to ensure a successful move are to choose the right space and to start planning early.

Moving to a new office location is a big decision – one that requires careful thought, extensive searching, and organized planning. The best way to ensure that nothing is overlooked is to start the planning process well in advance. Starting at least 6-12 months before the big move is ideal for effective planning and for limiting the stress that a business move causes both to the in-house staff individuals as well as to clients or customers.

In this article, we’ll go over the top considerations for choosing a new office space, essential steps you should take to prepare for a successful office move, and an office move checklist to help you make sure that nothing is missed.

Choosing a New Office Space

Whether you’re looking for a bigger space, more amenities, reduced lease fees, or better accommodations for a change in the business model, an effective real estate search is one of the first steps in any office relocation plan.

So, where should you start when looking for a new workspace?

5 Top Considerations When Choosing a New Space

1. Price

Understandably, the cost of a new space is probably at the top of your list when searching for properties. But keep in mind that the first number you see doesn’t tell the whole story. More than just the sale price or cost of the monthly lease, consider other factors that will go into the overall cost of both moving and operating in a new building.

During the moving process, potential fees might include:

• Hiring commercial movers
• Disruption of productivity (minimize this through careful planning!)
• Cost of damage to the old building
• Interior designer fees
• IT expenses
• Permit fees
• Fee for ending your current lease

In any move, you should also consider ongoing fees that might have an impact on your monthly budget. These may include:

• Utility costs in the new building
• Maintenance and upkeep
• Rental rate increases

Regardless of the new building you choose, working with an experienced broker is the best way to secure ideal lease terms, negotiate cost, and make sure all your bases are covered during the process of buying or leasing a new property.

Want to make sure you don’t miss any available office spaces that might fit your criteria? Get a free custom market report to start exploring ideal properties for your business in the metro Charlotte, NC area.

2. Location

Depending on your business model, the location of your new building can have a significant impact on profitability. In addition, it’s wise to consider what ramifications your new location might have on your employees.

For customer-facing businesses, it’s vital to consider your location in relation to your target demographic. Are customers willing to travel to your location (for retail businesses)? Is it easily accessible? Highly visible? Is there plenty of parking?

For service-oriented businesses, can you quickly access a wide customer base? Is it close to main highways and interstates?

In addition, is the location convenient for current and future employees?

3. Size and layout

As you consider the size and layout for your new workplace, think about both current and future needs. More than just square footage, you’ll want to determine whether the current layout of a building fits your specific needs, and/or if layout changes are possible. Do you need conference rooms? Open workspaces? Private offices?

What about reception areas, break rooms, or an attached warehouse? What type of equipment or large machinery do you need to keep in the building?

As you consider your new office layout, make sure to leave room for any business growth or changes that may be coming in the near future.

4. Amenities

Employee expectations have shifted in the last few years, especially since the Covid-19 pandemic. As more companies have turned to a hybrid or work-from-home model, employees expect office environments to provide more amenities than ever before.

Now, offices aren’t just a place to work. They’re often a place where employees exercise, relax, and build community, too.

Consider the needs of your employees as you decide which office amenities are most important to your business.

From adequate parking to fitness centers to on-site dining and green spaces, finding the right place for your business will skyrocket employee satisfaction, increase productivity, keep staff around longer, and possibly even increase your bottom line over time.

5. Opportunity for growth

Lastly, don’t lock yourself into a lease on a building that will soon become too small for your company’s needs. The relocation process is hard work, and you’re probably not going to want to do it again a year from now.

Finding the right amount of office space can be tricky. Too much, and you’ll have extra expenses. Too little, and your business growth will become stunted.

Before closing the deal and moving from your current office, consider the company changes that you expect to happen in the next five years as well as the lease length. Be sure to leave extra space if you expect growth or additional employees in the near future.

10 Steps to Prepare for a Company Office Move

If you’ve decided to move, what steps should you take first? By starting early (6-12 months before a move is best), you’ll have enough time to create an organized plan to efficiently move the company from the old office to the new.

1. Review your current lease

If the lease isn’t ending soon, check to see if there are any fees for ending it early. In addition, make note of fees for property damage, and take a look around the building to see what repairs you might need to make (if any).

2. Assemble a project management team

Moving is a huge undertaking. You’ll need to pack up and physically move all of your office items (you may or may not decide to hire professional office movers for this step), buy moving supplies, notify your customers, update your website, business cards, and promotional materials, schedule service transfers, communicate the process with all of your staff, and much more.

Unless you’re a very small company, this job is far too big for any one person or project manager. Delegating team members to form a project management team will lighten everyone’s load and help to lessen the complexity of your move. A team of capable and organized individuals will be able to complete the planning stage in a timely manner, create a to-do list for the entire process, oversee and ensure that all tasks are completed, and establish clear communication throughout the company as the moving date approaches.

3. Define your budget

Set a budget before you start searching for properties so you don’t waste time on buildings that are above your price point. Don’t forget to consider the costs involved with moving as well as any changes in utility and maintenance costs that a new building might incur.

4. Find your new property

Consider your budget, the location, your size and layout needs, amenities, and future growth potential. Working with a local real estate broker can help you save time and money as you hone in on the right property for you, as well as negotiate the best lease agreement possible.

5. Create a timeline for the upcoming move

When you have a plan, the move becomes much less stressful. After you’ve signed the lease and notified your employees of the move, you can set a timeline of all the responsibilities that must be completed before the move-in day. Certain tasks may take some time – such as scheduling IT transfers, securing any new furniture, beginning the packing process, and making any layout changes to the new building.

6. Create a to-do list

More than just a timeline, a to-do list encompasses all the tasks – big and small – that must be completed before the big day. Make sure that each task has an assigned completion date as well as a designated person or team to complete it. List tasks in the correct order so that any jobs that rely on previous tasks can be completed without a hitch.

7. Hire professional movers

Hiring full-service movers can streamline the moving process big time. A good moving team can handle the whole process, from coordination to moving items to disassembling and reassembling furniture.

Be sure to do your research, talk to other local business owners, and get a few different quotes before selecting a moving company.

On the other hand, for smaller companies, you may be able to handle the whole process yourself and save some money.

8. Design a floor plan

Consider the floor plan for your new building so that the move-in process is simple. Think through workplaces, common areas, and furniture placement. In addition, make sure that any furniture or appliances you plan to bring will fit in the new space.

9. Relocate IT equipment

A streamlined moving process requires careful consideration of the technological elements that will need to be disconnected, moved, and reconnected. Make sure that your IT department is well-equipped for the task, or consider hiring an external IT company to assist with the move. Make sure all of your data is backed up before beginning the moving process.

Then, be sure to test connectivity to make sure everything is working properly in the new building before your staff’s first workday in their new space.

10. Move in

On the big day, have a detailed plan prepared for the moving company and any staff members who are involved in the process. Then, pick up some water bottles, snacks, and coffee and come equipped with plenty of smiles and patience! The more prepared you are beforehand, the smoother this day will be.

Don’t forget to do a walkthrough of the old office to make sure that everything has been picked up and to take note of any repairs that need to be made.

Office Moving Checklist

6-12 months before

• Review your lease
• Assemble a project management team
• Define your budget
• Find your new property
• Create a moving timeline

3-6 months before

• Notify your current landlord
• Buy moving supplies
• Notify customers and vendors of the move
• Design a floor plan
• Order and new furniture or equipment needed for the new building
• Hire a professional moving company (if desired), an interior designer, and any contractors necessary for adapting the new building
• Schedule IT tasks, such as disconnection, transfer, and new service set-up for phones and internet
• Create a packing plan for your staff

0-3 months before

• Transfer utilities
• Update your company website as well as your Google Business page, LinkedIn account, and any other applicable locations with your new address and phone number
• Order new business cards
• Begin packing the office and labeling boxes
• Order keys and new access cards for the new building

After

• Do a walk-through of the old office
• Unpack
• Collect keys and access cards for the old building
• Onboard team members
• Celebrate your new space!

FAQs About Preparing for a Company Office Move

How soon should you begin preparing before a company move? 

Most companies should plan to begin preparing for a move at least 6-12 months before the move-in date. 

Setting a budget, assembling a project management team, finding a property, designing a floor plan, relocating equipment, alerting clients and customers, and hiring movers all take time. 

Of course, larger corporations may require more preparation time, while small businesses may require less.

What are the hidden costs of relocating a business?

In addition to the sale or lease price, other costs of moving a business may include a disruption in productivity, IT expenses, design fees, permit fees, marketing costs, equipment removal, hiring movers, the cost of any damage to the old building, and possible fees for ending your current lease.

What is the process of relocating a business?

Starting 6-12 months before move-in day, follow these steps to prepare for a company move:

1. Review your current lease
2. Assemble a project management team
3. Define your budget (consider hidden costs)
4. Find your new property 
5. Create a timeline 
6. Create a to-do list
7. Hire professional movers
8. Design a floor plan
9. Relocate IT equipment
10. Move in 

How do you announce a business move to customers?

It’s wise to use multiple platforms to announce your business move to customers and clients including direct mail, e-mail, social media, updating your Google Business page and company website, updating your voicemail and email signature, and placing physical signage.

Looking for Charlotte Office Space? We Can Help

With over 10 years of experience in the greater Charlotte area, our team at Regent Commercial Real Estate understands the ins and outs of the Charlotte office market. Whether you’re looking for a small, free-standing office or a floor-to-ceiling glass tower, we’re here to help you find your ideal building. We understand the importance of keeping business going, and we’re here to help streamline the moving process so that you can focus on your business.

Request your free market report, or contact us today to see how we can help.