Relocating an office can create excellent opportunities for the business, but it requires careful execution. Companies that fail to prepare for moving often find that they lose valuable time trying to resettle, possibly missing out on revenue as well. If you are preparing for an office move, you can plan ahead to avoid most problems. By following these tips, you can minimize downtime and keep the business running as much as possible. 

Start Planning Early 

As early as you can anticipate a need for the move, you should start planning. Some tasks will take longer than you expect, like sorting small items and packing and removing office furniture. You may realize other responsibilities along the way, such as hiring movers in NYC or setting up services in the new office space. Research how long each task should take, and create a schedule to fit everything in. Give yourself a little extra time, just in case. 

Notify Employees 

Once you have a general plan in place, you should notify employees about the move. You will need your employees’ support to make the move a success, so it is important to get their buy-in. Emphasize the positive aspects of the move, such as a decrease in traffic or access to a wider variety of amenities. Identify each employee’s role in the move and outline specific tasks they must complete to fulfill it. Be clear about expectations and be prepared for annoyances as the day of the move approaches. 

Designate a Moving Manager 

Just as you would assign someone to manage an important project, you need a specific person to handle the move. Depending on the size of the company, this person might be responsible for delegating tasks to others and keeping everyone on schedule, or they may need to handle most of the tasks related to the move. A moving manager should have the space in their schedule to accommodate these additional responsibilities with the ability to motivate others to prepare for the move and continue meeting other work requirements. 

Minimize Downtime 

Amid the moving process, the business must continue operating as close to normal as possible. To minimize downtime, departments should designate a certain amount of time for preparing for the move while balancing operations at other times. Moving should be an important priority for each employee, but everyone needs the opportunity to focus on their regular tasks with minimal interruption. Compartmentalizing the moving process can help to keep the rest of the business on the rails. 

Keep Stakeholders in the Loop 

As preparations for the move progress, every relevant party needs to be kept in the loop. The moving manager should create a list of key stakeholders to inform at a regular interval about the status of the move and any delays. Employees should receive occasional reminders about important dates with notifications of any changes. If the company decides to change the moving date or bumps one department ahead of another in the transition, each person involved should be informed about it.  

Move in Stages 

If moving everyone in a single day is not a necessity, businesses should consider completing the move in stages. Breaking down every department and trying to assemble everyone’s offices and technology at the same time can create hassles that delay the return to business as usual. Instead, you should consider dividing up the company into pieces based on their roles and the number of workers you have to set up in each department. Try to give yourself at least one day to arrange technology first, so the IT team can set everything up and test without interruption. Keep critical systems running at the old location until you can make a final transition. 

Moving your office does not have to cause business to come to a screeching halt for days or weeks. With careful planning and execution, along with regular communication and a refined moving strategy, you can get back to business sooner than you expect. 

Author bio- Maria Picciano is the Director at Big John’s Moving, where she has been a dedicated leader since 1990. With decades of experience in the moving industry, she plays a key role in ensuring seamless relocations and top-notch customer service. Her commitment to excellence has helped Big John’s Moving to maintain its reputation as a trusted name in New York City moving and storage.