Moving your business can be a daunting task, but with careful planning and the right support, it doesn’t have to be. Whether you’re relocating to a larger office space, downsizing, or moving for logistical reasons, a successful commercial move requires a strategic approach to ensure minimal disruption to operations and a smooth transition for employees. In this article, we’ll cover the key factors to consider when planning a commercial moving project, including how to minimise business disruption, coordinate with staff, and select the right moving company.
What are the First Steps in Planning Commercial Moving?
The success of your commercial move lies in thorough preparation. The earlier you start planning, the smoother the process will be. Here are the first key steps:
- Set a Clear Timeline
Determine your move date as early as possible and work backward to create a timeline. Factor in key tasks like packing, notifying clients and suppliers, and coordinating with service providers. Ensure you give yourself enough time for unexpected delays. - Conduct a Space Audit
Before you move, assess your current office setup. Identify what equipment, furniture, and supplies need to be moved, and determine whether all of these items are needed in your new space. This is a great time to declutter and streamline your office environment, making it more efficient in the new location. - Create a Budget
Moving an office can come with unforeseen expenses, so it’s crucial to create a realistic budget. Consider costs like moving services, packing materials, potential downtime, and any new furniture or technology needed for the new space. - Assign a Move Manager
Designate a project manager or a small team to oversee the move. This person will be the main point of contact for all stakeholders and ensure that everything stays on track. They’ll coordinate with external vendors and manage internal communications to ensure a seamless process.
How Can You Minimise Disruption to Business Operations?
A commercial move can disrupt your business operations, but with proper planning, you can minimise downtime and maintain productivity. Here’s how:
- Move in Phases
If possible, schedule your move in stages to ensure key departments remain operational. For instance, you could move non-essential teams first, allowing critical functions like IT or customer service to continue without interruption. - Work with IT Early
One of the most critical aspects of a commercial move is ensuring that your IT infrastructure is up and running as soon as possible in your new location. Coordinate with your IT department to manage the relocation of servers, computers, phone systems, and internet connectivity. Make sure backups are made before the move to avoid any data loss. - Communicate with Clients and Suppliers
Notify your clients and suppliers well in advance of the move to prevent service interruptions. Make sure to communicate any temporary changes to contact details or business hours during the moving period. - Prepare for Downtime
Accept that there will likely be some downtime during the move. Plan accordingly by scheduling the move over weekends or outside of business hours to reduce its impact on your operations.
What Should Be Considered When Selecting a Commercial Moving Company?
Choosing the right commercial moving company is crucial to the success of your move. Here’s what to consider:
- Experience in Commercial Moves
Commercial moves differ greatly from residential relocations. Make sure the company you choose has specific experience with commercial relocations, as they’ll understand the complexities of moving office furniture efficiently and safely, and we work alongside carefully selected and vetted specialists to move and reinstall office equipment and technology. - Insurance and Accreditation
Verify that your moving company is fully insured and holds accreditations such as BAR membership. This ensures they meet the highest standards in quality and professionalism, protecting your assets throughout the process. Learn more about Doree Bonner’s accreditations here. - Service Offering
A full-service moving company that offers packing, transport, and storage solutions is ideal. This not only saves you the hassle of coordinating with multiple vendors but ensures that your assets are handled by professionals at every stage. - Reputation and Reviews
Look for testimonials or case studies from businesses similar to yours that have worked with the company. A reliable moving company should have a track record of successful commercial relocations.
How Do You Effectively Coordinate and Communicate with Employees During the Move?
Clear communication with your employees is essential for a smooth transition. Here’s how to keep your team informed and engaged:
- Early Communication
Notify employees about the move as early as possible and keep them updated on progress. Provide a detailed timeline of the move so they know what to expect and can plan accordingly. - Delegate Responsibilities
Involve key team members in the moving process. Assign packing responsibilities to departments or individuals, and ensure everyone knows their role in the move. - Plan for the New Workspace
Share floor plans and seating arrangements with your employees ahead of time so they can familiarise themselves with the new space. This reduces confusion on the first day in the new office and allows for a more organised setup. - Provide Support During the Transition
Moving can be stressful for employees, so make sure to offer support. This could include providing flexible working arrangements during the move or offering professional packing and unpacking services to reduce the burden on your team.
Why Use a Professional Moving Company That Offers Storage?
A professional moving company that also provides storage solutions offers added flexibility and convenience during a commercial move. Here’s why:
- Safe, Temporary Storage
If your new office space isn’t ready when you need to move out of your old location, having access to secure storage can be invaluable. Storage solutions allow you to store office furniture, equipment, and documents safely until you’re ready to complete the move. - Streamlined Coordination
Working with a company that offers both moving and storage services means you have one point of contact throughout the process. This simplifies logistics and reduces the chance of delays or miscommunication. - Comprehensive Services
Professional moving companies like Doree Bonner offer packing and unpacking services as part of their commercial moving and storage packages. This ensures that your items are packed securely for transport and can be unpacked efficiently at your new location, saving time and reducing disruption.
The Benefits of Choosing a Professional Company Like Doree Bonner
When it comes to commercial moving projects, working with an experienced, professional company like Doree Bonner International can make all the difference. Here’s why:
- Experience and Expertise
Doree Bonner has decades of experience in handling commercial moves across the UK. Our team understands the complexities of moving business assets, from office furniture to IT equipment, ensuring everything is transported securely and efficiently. - Tailored Services
We offer customised moving plans to suit your specific needs. Whether you require packing, transport, or storage solutions, Doree Bonner can provide a bespoke service that meets your business’s requirements. - Accredited and Reliable
As a BAR-registered company with ISO accreditations, we guarantee the highest standards of service and professionalism. You can trust us to handle your move with care and attention to detail. - Comprehensive Moving Solutions
From initial planning through to unpacking in your new office, Doree Bonner offers a complete, end-to-end service, including storage options if needed. This reduces the stress of coordinating multiple vendors and ensures a smooth, successful move.
Read more about the benefits of hiring a professional office relocation company.
For more information on how Doree Bonner International can help with your next commercial move, contact our team 24/7 or get a free online quote. Find out more about our office relocation services.
