Are you relocating your company’s offices and operations from your state to multiple other states? This requires a strategy of expert planning, budgeting, logistics, and communication. Read on to learn what to consider when planning a multi-state office move.
1. Assess Your Needs
Any move, be it residential or commercial, requires thorough planning. But this is even more crucial for a multi-state office move.
Assess your unique needs when selecting new offices. Consider factors such as office size, the number of employees, and, of course, the amount and type of equipment. Define the scope, scale, and specific requirements of your office move.
Do you need extra security for your tech equipment and sensitive data? Can you, and would you want to, leave the furnishings and replace them on the other side? Will you need to transport a fleet of company vehicles, too? This will help you evaluate what type of moving services you need.
2. Research Moving Companies
Next, you’ll need to find a reliable moving company. But if you want to find the best deal, you need to do the research.
Look for reputable companies with experience in corporate moving and multi-state relocations. Ask your peers who have moved their offices, for recommendations. Obtain multiple quotes, and inquire whether or not packing or storage is included. This is not always the case, and even when it is, extra costs apply.
A multi-state move is far more challenging than a local one. So, for a smooth relocation process, consult with experienced long-distance movers in NYC. They will take care of all the moving hassles, and coordinate everything on the road so you have less to stress about.
3. Budget Planning
A multi-state office move requires more than just planning and logistics. It requires astute budgeting, too. Estimate the costs of moving so you can plan your budget accordingly.
These include moving services, packing and shipping, and the potential downtime while moving out of the old and into your new offices. And once you have determined the more obvious costs involved, set aside a contingency fund for any unforeseen expenses.
For example, you may decide that you need the services of an office refurbishment company at your new premises. Or you might need to hire an electrician and IT consultant to help with the installation and setup of your tech.
4. Communicate with Employees
Don’t wait too long to inform your staff about the upcoming move. A move across a state, or to another state, impacts them in many ways. They will have to drive further to get to work or move to a whole new area.
Discuss how these changes will affect their work or commute. You may also choose to offer assistance with moving for those employees who need to relocate their homes and families to work at your new office premises.
Allow them to familiarize themselves with the new coworking spaces with a virtual tour, such as a Google Virtual Tour. This will make them feel more positive about the move. It will also bring any issues they may have with the new workspaces, to light.
5. Create a Moving Timeline
Once you have formulated a plan, found a reliable moving company, and calculated the budget, it’s time to determine the best time for the move.
Create a comprehensive moving timeline with key milestones for packing up office equipment and furnishings, transportation, and the setup at your new offices. There are always a few hiccups when planning a big move, so be prepared to have to adapt your timeline slightly.
Don’t schedule any important meetings for the day you move, or the day after. Allow yourselves a bit of breathing room to settle in and address any issues that may arise in the new location.
6. Plan for IT and Equipment
Electronic equipment requires special handling, not only to prevent damage during the move but also to ensure security. Coordinate with IT specialists to ensure the smooth relocation and setup of your technology and equipment. Remember to back up all of your files and data.
Take great care shutting down and unplugging computers and related equipment, and tape the cords and cables to the sides of the devices. This will save time locating them once you arrive at your new offices. Use custom packing equipment, and label everything clearly.
7. Notify Relevant Parties
When you are satisfied with all the moving arrangements and have finalized the timeline, notify all relevant parties. These include your clients, vendors, service providers, and any stakeholders in the company who are as yet unaware of the move.
Supply them all with the new address/es, and any other relevant details. Update your physical address/es in all your business directories as well as on your website and social media accounts. If you have any printed business cards with your offices’ physical addresses on them, update these as well.
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