There are countless reasons that a business may relocate, whether they’re relocating a single office space or the entire HQ. Maybe a different commercial space will better suit your needs. Perhaps a different neighborhood or city will better align with your brand.
A commercial move can make a world of difference in the long run, but how do you deal with the immediate disruption? Planning and preparation are key, especially when you consider the cost.
Read on for our commercial moving checklist of things to prepare for in advance before embarking on this major change.
Productivity Loss
Most businesses will experience a degree of productivity loss during their commercial move. This is especially the case for retail or food service businesses that can’t do business without a functional workspace.
There are a few ways to reduce productivity loss that may be at your disposal. For example, if you’re tackling a small-scale move (relocating a small office or moving less than a few miles from your original location), you can schedule your relocation for a long weekend. That way, no one misses valuable work hours.
If any of your work can be done remotely, you can also keep a few employees on the schedule while you complete your move. Put your skeleton crew in charge of the most crucial functions of your business, whether that’s communicating with clients or fulfilling online orders.
Employee Relocation
Depending on the scale of your commercial move, you may encounter resistant employees. The farther you’re expecting them to move, the more this possibility increases.
Before you start cracking down on employees who don’t want to relocate, make sure you understand their rights. Employees are only required to move with their company if their contract includes a mobility clause and you’ve given them reasonable notice.
To reduce friction, keep employees in the loop when you’re considering relocation. Use this as a time to incentive your most valuable employees by offering new roles, pay raises, or increased flexibility in exchange for their cooperation.
Commercial Moving Budget
The cost of a commercial move is by far one of the biggest hurdles companies face during relocation. Not only does relocation often lead to a modest amount of lost income, but it involves hefty upfront expenses. Take a look at the expenses you’ll need to consider to put together a reasonable commercial moving budget.
Packers and Movers
Depending on the type and amount of business property you need to move, it’s probably not wise to ask your employees to do the packing and moving. After all, if someone gets injured in the process, you’ll need to provide worker’s compensation. Generally speaking, packing and moving probably isn’t in their job description, which makes related injuries all the more serious.
Request quotes from a few well-reviewed moving companies. Make sure to verify that they work in both the region you’re moving from and the region you’re moving to.
Commercial Storage Services
Planning your commercial move in advance will give you a sense of what kind of storage you’ll need, if any. For example, you may want to store your equipment until you have a clear layout of your new space. You may need to store equipment between leases if the end of one and the start of another doesn’t overlap.
Once again, it’s worthwhile to request multiple quotes. Prices will vary based on where you need to store your property. For example, NYC storage services tend to cost more than storage services in small towns.
Upfront Leasing Expenses
Make sure you also factor in any upfront costs of leasing a new space. Most commercial landlords will charge more than the first month’s rent, and you need some wiggle room in your budget for expenses like:
- Security deposits
- Moving fees
- Renter’s insurance premiums
- One extra month’s rent
If you’re purchasing your new commercial space, costs will look a little different. In addition to your commercial mortgage payments, you may need to pay property taxes.
Cleaning and Additional Services
In a perfect world, your new commercial space will be move-in ready when you arrive. However, there is a reason why many cleaning companies offer make-ready services. You may find that your commercial space needs professional cleaning before you open it up to your employees.
In most cases, property owners should manage the cost of maintenance. If you’ve purchased your new commercial space, you may also need to budget for maintenance improvements and repairs.
Furnishing Your New Space
If your commercial relocation involves upsizing, you may need to purchase more furniture or equipment to outfit your larger space. Even when downsizing, companies often use relocation as an opportunity to invest in new commercial furniture or equipment.
Plan ahead for any purchases you’ll make to furnish your new space. If you’re not sure what you can and can’t incorporate from your current commercial space, consider putting it in storage until you know more. That way, you avoid the risk of having to repurchase something you already had but got rid of.
The Unexpected
At the end of the day, there’s only so much you can prepare for before relocating your company, store, or office. The unexpected may arise in the form of:
- Delays
- Large productivity losses
- Lost business property
- Bills that exceed estimates
- Employee turnover
Having a degree of flexibility can make the unexpected less detrimental. Build flexibility into your budget and timeline and create contingency plans for higher employee turnover productivity loss than anticipated.
Get Ready for Your Next Commercial Move With Our Checklist
It’s not uncommon for companies to undergo a commercial move. However, it’s useful to remember that few do so on a whim or in a matter of months. Use our checklist and start planning your commercial move at least one year in advance for better results.
Are you looking for more tips and tricks that will improve the way you run your business? Take a look at our business section for updated industry news, 2024 trends, and guides to the best business tactics.
