There's no doubt about it – moving is one of the most stressful events in life and the task becomes even more complicated when you add the responsibility of moving a business into the mix. Nonetheless, many businesses are relocating lately due to the rapid changes in the modern work landscape. 

Businesses worldwide are taking hits, whether it's due to a hybrid work model, labor shortages, or an increase in digital innovations. Sometimes, relocating an office is the appropriate response. Some companies decide to move into a smaller office, while others want to be closer to corporate partners or specific markets. In any office relocating scenario, moving requires thoughtful planning and careful execution.

No matter what the reason for your relocation might be, keeping track of so many items and details to worry about, moving office can get overwhelming. We've pinpointed the most common mistakes that can happen while moving your office to help you stay ahead of the curve. 

1. Inadequate Planning

When it comes to office moving, careful planning should come first – and a few weeks before the moving date. That way, you'll reduce the stress later on and have more time to adapt and make changes, if necessary. Bad management can hinder any project, especially when the stakes are high. Luckily, there are ways to handle the planning portion like a pro.

First, make the whole deal more manageable and effective by correctly estimating your needs. This means knowing exactly how many boxes, trucks, and workers you'll need to execute the move. Moving companies can help you with this part, as many offer free estimates and checklists to help you move smoothly.  

Next, all personnel organizing the move should handle it professionally and have specific tasks assigned. Attention to budgeting helps you know what moving solutions are within your realistic financial possibility. Finally, make sure to take inventory when you begin preparations. Keeping track of your office supplies will help you keep track and make it easier to estimate the damage if something gets lost or damaged on the road. 

2. Not Hiring The Right Movers

There are many moving services, but some might fit your needs better than others. Companies often make the mistake of hiring the first moving service they come across without doing the necessary research. To make the best decision, compare the companies you are considering hiring. This means looking at customer reviews, doing cost comparisons, checking out vehicle options, and talking to movers from each company to determine if they are the right fit.

When you decide on a moving service, check if they are a government-authorized operation. All legitimate moving firms should have a license number and a  USDOT number displayed on their vehicles, website, and printed materials. Professional moving companies should also provide you with proof of insurance. 

3. Not Getting Moving Insurance

As previously mentioned, the moving company you hire should be adequately insured. However, that might not be enough to cover everything. Consider obtaining additional insurance to protect your most valuable items.

You can get additional insurance via your moving contractor or obtain coverage from your own insurance company. No matter how professional and capable the movers are, the damage is sometimes out of their hands, such as in the case of accidents with fire, water, extreme weather events, rough roads, or terrible traffic. Theft can also occur while the truck is getting unloaded. 

Inform yourself about the coverage your moving service can provide you with, as well as the best additional insurance service.

4. Dismissing Employee Satisfaction

No matter how hectic moving an office gets, you shouldn't forget to take care of your employees. It can often be challenging for workers to move to a new office, especially if they have to relocate out of the city.  They might have legal or personal problems stopping them from moving. It is essential to talk to your employees ahead of time to find the best solutions. 

If the problem is the commute, try to provide transportation and cover the costs. Additionally, take care of parking spaces in the area you are moving into so your employees don't have to worry about the logistics of getting to a new office. 

Depending on your employees' work, remote or hybrid models might be ideal for these situations. With remote work being an option, your workers can get all the flexibility they need until they can relocate. They can also continue working remotely full-time if the relocation doesn't suit them.

5. Moving Too Many Things

One of the best ways to save money and time while moving is to reduce the number of items you are relocating. 

Moving companies charge higher rates according to the weight of your load. So, do some cleaning out before you decide to move your office. You can also use professional office cleaning services to help streamline this process and reduce your moving costs.

6. Relocating During Busy Hours

Another thing you should keep in mind is when your relocation will happen. Moving companies are the busiest and costliest during the last days of the week or month, as that’s the only time most people are free to move. It should also come as no surprise that they charge higher rates for moves during rush hours.

If you can, avoid scheduling moving services for early mornings and afternoons around 4 or 5 PM to avoid traffic. Also, try moving during the middle of the week or the middle of the month to save some money. 

7. Not Taking Care of the IT System

Network downtime can be very risky for any business and lead to a loss of money. To ensure that the IT infrastructure in your office gets up and running as soon as possible, consult your in-house IT staff, or consider asking outside IT experts for help.

8. Forgetting to Update Your Adress

Forgetting to update the address of a business is a common mistake, but it is easily avoidable. 

Running a functional business means your customers, suppliers, and stakeholders can access you easily. Make sure to send out an e-mail to all your essential business contacts and inform them about the move.

Also, remember to update the address on your website. That way, when someone searches for your company on Google, they will get the correct information about your location and know how to get in touch with you. It also speaks volumes about your trustworthiness.

The Bottom Line

Moving an office is daunting, but taking the right steps can make the process easier for you, your employees, and your business associates. 

Remember that it will not be perfect, and experiencing some stressful situations is a natural part of the process. However, now that you know what the most common pitfalls of office relocation are, you can easily avoid them and make the most out of your move. 

Good luck!