Practical Guide to a Smooth Company Relocation

Transferring your company can mean various things. It could be moving your office from one city to another, the city to the suburbs, or even across the country. Depending on your industry, you also have to transfer equipment, tools, supplies, furniture, etc. 

Business relocation is not cheap. Heavy industries like construction, steel production, logistics, mining, and others, need to work with machinery moving companies, such as Matcom machinery moving, to move their equipment safely, not just regular movers. 

Meanwhile, the following are steps you can consider for a successful office relocation:

1. Find a New Location

After deciding to make a move, find a new space. Do this at least 10 to 12 months before your planned moving date. Consider your business’s growth needs and sustainability when seeking a new location. Whether you’re a small or medium-sized company, it’s best to put together a team that can handle your moving process.

2. Determine Your Moving Budget

Office relocation costs are different. Some companies have heavy or specialized equipment that needs special handling. There are also times when delays cause additional expenses. That’s why many people find that sticking to their moving budget is as hard as setting it. You may encounter hidden and surprising costs you never thought of that can hurt your pocket. 

You should plan this ahead of time, especially if you haven’t experienced this before. If you can, work with a reputable moving company knowledgeable in this field. Ask for quotes from different companies and go for the best one that you believe suits your needs. 

3. Communication 

Once you finalize your moving date, communicate this to necessary parties – internal and external. Additionally, make sure that you notify them about your new address. This include:

  • Current landlord
  • Team members (Tell them about their responsibilities)
  • Local partners, suppliers, affiliates, especially those who will be affected by your move
  • Customers
  • Service providers
  • Insurance companies

4. Preparation

You have to decide whether you will take your furniture with you or replace them entirely. If you choose to take them to your new office, you may hire a company for refurbishing. It also involves a reputable moving company transporting everything to the new location. 

In addition, take care of necessary paperwork, permits, and licenses. Remember to arrange for cleaning services for your current location. At this stage, the following should be your team’s primary focus:

  • Tell everyone about directions of the new location, parking instructions, public transportation, etc.
  • Packing procedures and layout
  • Assign a standard way to label laptops, hard drives, screens, keyboards, etc.
  • Delegate members who will stay at the current location until the last day of moving and who will be going ahead to the new site.
  • Make sure that everyone takes home their personal belongings.
  • Tell everyone to empty their filing cabinets, etc. 

5. Moving Day

Consider these tips to help you ensure everything goes well on your big day:

  • Remember to contact telephone and internet companies and book a date when these should be operational.
  • Arrange for your new IT system installation.
  • See to it that the team placed all items in the proper locations.
  • Set a budget for refreshments for the moving crew and other people involved.
  • If required, arrange for the air conditioning on your move.
  • Always keep emergency contact numbers at hand, either listed on paper or on your mobile phone.
  • If you’re planning for an office-warming party, assign a committee to take care of that.

6. Settling In

It’s now time to go back to business as soon as you can. Consider these steps to settle down finally:

  • Define all areas clearly for all your staff to see.
  • Set up all your telephone lines, computers, and tech equipment.
  • Update your website for new details if there are necessary details for your clients to know.
  • At this point, your insurance should already be transferred.
  • Check all invoices and payments, ensuring you have wrapped up all payments to your old premises. 

Choosing the Right Movers Company

Hiring a movers company simplifies the process. It may increase your moving expenses, but it saves you time, energy, and stress. They don’t just take the heavy lifting for you, but they help you have free time to do other vital activities on your moving day.

Firstly, ask for recommendations from people you trust, like family and friends. After getting a few names of good companies, look for testimonials and reviews online from their previous customers. It’s crucial that they also have a good track record, license, and insurance. On top of these, be sure their rates are reasonable. If you’re on the hunt for machinery moving in Vaughan, contact Matcom – a top moving company in the area. Make sure to visit their homepage and know what to expect from their services.

 

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