Smart Office Moving

As your business expands, it may be time to consider moving your office to a new location. 

Major Canadian cities offer sought after commercial spaces and are ideal spots for businesses to relocate.  The busy downtown cores of cities like Ottawa, Vancouver, and Calgary are in high demand and often have minimal vacancies. Finding available commercial real estate in prime locations is difficult and comes at a very high price.  As local economies grow and business infrastructure expands, it is important to make sure you have a moving strategy in place as you plan your commercial move.

Having a clear plan in place will help you to control from unknown variables, manage costs, and meet specific timelines. Below are tips to help keep you organized and on track with your commercial move, and will help minimize undue stress along the way.

Assign a Relocation Manager

Start off by designating a project manager to oversee the move and to serve as the main point of contact. This member can then gather a team of people to coordinate with including internal and external members. Internal members may include managers at every department level, including finance and human resources. External members may include realtors, lawyers, property management, social media marketers, and a commercial moving company. The size of the team will depend largely on the size of your business and the scope of the move. Teamwork and cohesion are key to coordinating a successful commercial move. 

Hire Professional Commercial Movers Calgary

If you require commercial moving services to move your office or business, then a key step to take is hiring professional movers. A moving company that is well versed in office moving services will have the expertise, the resources, and confidence to execute your move.  Get started by contacting High Level Movers Calgary today.

Formulate a Timeline

Managing time is crucial in business. Having timelines will help to control costs and will make for more efficiency. Setting realistic timelines requires assessment beforehand to understand what tasks need to be fulfilled at each stage of the move. A task list in place will help you estimate the total time the move will take . It will also give you direction and allow you to break down a large commercial move into smaller attainable components. Anticipate possible delays and try to have a flexible enough timeline in place to account for the unexpected.  Be sure to consider operational scheduling needs, such as the appropriate times to move. If you are flexible then consider moving at a slower season. If your business has limited windows of time then be sure to coordinate with the moving company to determine how many movers and trucks you will require. Finally, be sure to include packing in your plan and consider if your business requires professional packing services or packing materials.

Consult with Your Team

The next step is to evaluate the needs of all members involved. This may mean that you consult with each department individually, or hold a meeting with team members to assess the major needs, questions, and concerns.  Each member of the team should be familiar with what their role entails, and the schedule to follow . If the commercial move is very large and will encompass various stages then assess what needs to be done at every stage. Also be sure to figure out the numbers involved, i.e. inventory lists, resources required, the budget, and deadlines.

Move in Stages 

As your commercial moving plan comes together, set milestones to signify when key steps are met. A multistage move will contain within it many steps, and creating milestones at various stages will help keep you and the team organized. It will signify when a new stage is underway, and will help everyone to stay on track in meeting timelines.  Milestones can be set at each major stage including: securing a new location, design and renovations, hiring office movers, purchasing new office furniture, allocating additional resources, packing, moving, unpacking, and so on.  Milestones can also be used to mark when short term and long term goals are met in the business relocation project.

Employee Support

During any transitional period it is important to reach out to the employees who may be affected by the upcoming changes. Addressing your employees’ questions will help to minimize workplace stress that may occur during the office relocation process.  Being proactive and supporting your workers will help boost morale and will bring more transparency to the transition. Consider sending an email with major information on the upcoming move. As well, assign department managers who can act as information intermediaries, and represent the company during this time. 

Public Communication

Changing business locations is a great public relations opportunity. You have the chance to get your clients excited for the upcoming transition.  When a business restructures or relocates it is an opportunity to embrace new beginnings and illustrate a vision for positive transformation within the company. A communications plan will create unity between employees, managers, and clients. It will provide transparency and accountability for the upcoming projects, and allow you to define roles and assign responsibilities. Consider creative methods of communication, including social media marketing and grand-opening events. Encourage feedback from clients and employees, as their input will be important for quality control and implementing improvement for the future.