Whether your business is headed down the block or across town, moving into a new office space requires a great deal of preparation and organization. As with any large project, it’s best to start the process early and delegate tasks, but it also helps to know someone who’s done it before and can offer advice.
Over the years, The Lakeside Park has helped dozens of businesses relocate to the Boston area, and we’ve learned a thing or two about what makes an office move go smoothly. Here are our top tips for coordinating your office move to Boston, or anywhere your business takes you.
An office move requires a great deal of coordination, which is why it’s important to start the planning process at least 3-6 months prior to your anticipated move-in date. To ensure that there are no major projects, deadlines or client meetings scheduled in the days leading up to and following your move, keep your employees in the loop so that they can plan their workloads accordingly, and make sure to notify clients weeks in advance to expect slower response times during the moving period.
Hire Professional Movers
Unlike a personal move, an office relocation is not a do-it-yourself job. Professional movers, who have specialized experience in office moves, are a must. As with any move, you’ll want to get quotes from at least 3-5 movers, and depending on your budget, you may want to include full-service companies, which offer packing and unpacking in addition to the actual move. For accurate quotes, a representative from the moving company should perform an on-site visit of your office to see the full scope of the move.
Coordinate with IT
The most challenging part of an office move is the relocation of your technology, so make sure your IT department drafts a plan well in advance for disconnecting and reconnecting all computers, servers, phones, and any data and Internet plans. They will also need to evaluate the new space to determine if any infrastructure upgrades are necessary prior to the move.
Even if you are using a full-service moving company to secure the big stuff, it’s a good idea to have employees pack their personal belongings themselves. Make up the boxes ahead of time and plan to set aside a few hours the day before the move for your team to box up their desks. Sealed boxes should be labeled on all sides with the employees name and should coordinate with the floor plan or map you create for the movers.
For offices planning to pack themselves, you’ll want to label each box by room and write the contents on the outside of the box for easy unpacking. An alternative is to label each box with a number and type up a detailed list of box contents that you can access from a smart phone or tablet.
Update Your Address
In addition to notifying your clients and vendors, and updating your website, business cards and other stationary, there are a number of places you’ll need to change your address. Some address changes can wait until after the office move takes place, but others should be implemented prior to the move. For a comprehensive checklist, see Where to Change Your Business Address When Moving.
More Tips for Relocating Your Office to Boston
For more business relocation tips, check out Should I Own or Lease Office Space?, and get help calculating your square footage with How to Determine How Much Office Space Your Business Needs.
If you’re thinking about moving your business to Boston, be sure to take a tour of The Lakeside Park. We offer affordable office space just North of Boston, starting at $16 per square foot, including utilities. Our leasing agent can help you decide which office configuration works best for your business, and our move-in services include customizing the office space you choose to suit your company’s needs.