Are you planning an office move? Of all the challenges faced in office moves, we have realized that inadequate planning often cripples successful moves. Before you think of office relocation or moving a medical practice, you must ensure all your stakeholders are in the loop. And you must also put aside a budget to cover the moving expenses. Below, we have provided an easy office relocation checklist. Once you have ticked all these steps, you will be good to go:
Step 1: Put a Relocation Team Together
Office relocation is not a small fete, and you cannot bundle it in with other mundane tasks. How you handle the move determines how well your operations run during and after the move. So, unless you want to take a break from your core activities, we advise that you hand over the relocation tasks to a special team. Everyone else can focus on their assigned roles, ensuring business continuity.
Step 2: Plan the Move
Have you considered the work that goes into office relocation? You need to think about:
- When you will move: Office relocation requires you to get out of your current lease and concurrently negotiate another lease at the new premises. So, you must figure out when you will move out of the existing office and how soon you can enter the new office. Remember that the new office will need furnishing and might require additional structural work. And it might be a while before you can move in fully – so account for that in your moving dates.
- How much the move will cost: You might not know this, but moving costs a pretty buck, especially if you are moving to a different city. You need to assign a cost to each item that will influence the cost of the move. And that means thinking about:
- What the moving company will charge you: We advise that you get an estimate based on the number of items you will move, the labor you will need, and the distance covered during the move. Keep in mind that moving companies also charge extra for any special logistic needs, e.g., when moving a medical practice.
- Whether you will pay any penalties to get out of your current lease, if you have not stayed in the current office for the time stipulated in the contract, you will need to consider how much that breach will cost you. Some landlords allow you to get off quickly, while others will hold you accountable. Find out early and negotiate your release.
- The cost of moving into the new office: Before contracting a moving company or even signing an office lease, you should consider how suitable the new office space is for your business. Keep in mind that most office leases tie you down for a couple of years. So, if you get into a bad deal now, getting out will cost you a lot of time and money. Assess the new office based on:
- Its size is relative to your office needs. Do not just think of the present needs. Will the space be adequate in five years? How about ten? Think of the big picture rather than pick an office that can only serve your needs for a short while.
- The availability of insurance,
- The utility provisions in the building: Do you have adequate cooling and heating equipment? Can you rest assured that your employees and clients will be comfortable? How about IT provisions? Moving a medical practice is often more complex as you cannot afford to ignore the availability of such provisions. Without them, you cannot even get a license to operate.
- What amenities can you enjoy? Rather than think of what’s in the building, think of what is available outside the building. Can your employees and clients find shops, eateries, etc.?
- How much will the office relocation cost you? Think about the type and cost of the lease (net, modified gross, or gross), the furnishings, and the finishings in play. Can you keep up with these expenses? We all know that moving a medical practice can be costly. So, it helps to find an office that will not break your bank. Even so, do not compromise on quality in search of cheap office space. Cheap is almost always the most expensive option in the long run.
On top of these office relocation expenses, always add a contingency fund of 5% to 10% of the budget. We believe in Murphy’s law, which indicates that anything that can go wrong will go wrong. Work with this, and you will be ready for surprises.
Step 3: Hire a Moving Company
When planning your move, you will contact moving companies to get estimates of their service costs. Use these to narrow down to the companies whose quotes align with your budget. You can then narrow down further based on:
- Experience: Not every company can handle specialized logistics. For example, when moving a medical practice, you must consult companies that can handle medical equipment with care. Lest you end up suffering insurmountable losses.
- Coverage: If you are moving over a long distance, it’s always best to hire a company that deals with long-distance moves.
We recommend hiring a company that can handle most of the heavy lifting. It leaves you with less workload and allows you to focus on the contracts, leases, and other aspects that affect the quality of the office relocation. Don’t forget to work with a moving company that offers insurance.
Step 4: Spread the Word
Your office relocation will affect all your stakeholders, and leaving them in the dark will work against you. Once you have worked out the kinks of your impending move, inform your:
- Employees: Depending on where you will move, you might have to let go of some employees. And that means you will need to work out their compensation in time to avoid any lawsuits.
- Clients: Moving a medical practice requires you to inform all your current and past clients about the impending move. You must also provide them with a new address so they can reach you as needed.
- Vendors: Let your vendors know where they should deliver supplies in the future. Make sure you are clear about the timings and if you make any changes, let them know to avoid any confusion.
- Payers: If you have set up payment systems that require a paper trail, you must ensure that your payers know you are moving. When moving a medical practice, don’t forget to alert insurance companies, hospitals, labs, and professional bodies. The last thing you want is to miss out on payments because of a move.
Keep checking in on your stakeholders as you near the moving date. It allows you to maintain positive relationships with them, which is a plus for your business growth.
See? Moving is not as hard as you might think. And if you would like to focus on your business and let a moving company handle the rest, why not hire a professional mover? Relo AI helps businesses like yours locate in any part of the world. Contact us today, and let’s set you up with an affordable and practical relocation plan!