#1 Overlap rent for a couple months.
In event an unexpected situation arises (which tends to happen during times of transition), give your business extra cushion by maintaining both your old and new leases for about three months of overlap time. Doing so can come in handy, especially if unforeseen circumstances occur, such as construction delays or issues related to previous office tenants.
#2 Schedule move-in recovery time and map out the new space.
As excited as you may be to get out of your old space and into your shiny, new space, don’t allow haste to blur your ability to plan. Build extra time into your move, so that if (or when) unexpected items arise, your schedule has already allotted time for this. As the is often said, leave room for the unexpected.
Similarly, have a plan for your new office space. Management should map out and communicate details, such as desk assignments, policies regarding the shared spaces within the office, and any other items that may apply in your team’s particular case.
#3 Announce and update your change of address.
Be sure your clients and vendors are made aware of your new address. It’s important to not only list this change on your website and Google My Business account, but also in well-circulated, direct communications, such as an email newsletter, a post-marked letter, and throughout social media posts. Take a look at all of the platforms (both online and in-print) where your business address is published, and update these accordingly.
#4 Appropriately clear old data before discarding or recycling electronic devices.
Whether it’s the phones, laptops, and all other devices in between, be sure all data is truly wiped from devices before selling, donating, or recycling your items. There are numerous resources available on this topic—do your research to protect your team and business.
Also, not all devices can simply be dumped in the trash. Depending on the device, environmental concerns could be involved. Find out how to properly dispose of your old electronic devices before moving onto the new ones that will occupy your future office space.
#5 Even though your office is undergoing a move, the rest of the economy is not.
Planning the “downtime” required for your office transition will look different depending on the scope and service of your business. Regardless, communication is key. If you expect an interruption in service for your customers, communicate this, especially if you service customers remotely. The same rule of thumb applies to vendors and any other kind of business partners with whom your team interacts.
All in all, you want to avoid as much confusion as possible. A well-thought plan that is clearly communicated to the entire team will greatly help you to achieve just this. Taking this time will enable your team to settle in and resume business as quickly and smoothly as possible.