Office moves require much more planning and preparation than your average move,
and they will often cost much more. Moving your business involves more than your
typical packing, wrapping, and moving costs - it also includes the expenses of
relocating your employees, the logistics of the
relocation and the revenue sacrificed when you shut down
operations for a short period of time. While no two moves are the same and it's
difficult to pinpoint an exact cost for your office move, read on to learn about
how you can calculate the cost of your
office move.
Planning the move
It's the little things that add up after a while, so
planning and preparing can help you gain a clear picture of what your
business relocation will cost you.
- Creating a budget: Track all of your planned expenses and keep
everything organized in one place, so you can refer to it whenever necessary.
Make sure to take into account every cost associated with your move, such as
modifications or renovations necessary at your new office location, any deposits
or fees needed for the office space, as well as any pre-move expenses like fees
you for closing or transferring internet/phone accounts.
- Taking inventory of your property: In a large office space, it's not
easy to keep track of all the equipment you have when you are preparing for a
move. By creating an inventory and cataloging your goods, you can prevent any
employee theft and track any items that become lost or damaged. An inventory
will also help you obtain an estimate from a moving company.
- Hiring movers and planning the logistics: The largest portion of your
moving expenses will come from hiring a moving company and paying for any
necessary packing supplies. Your best bet is to hire a mover that specializes in
office relocations and negotiate for one flat rate. By doing this, you'll have a
much clearer picture of what you can expect to pay come moving day and you'll be
able to plan the rest of your budget accordingly. To save on packing supplies,
contact your office supply vendors and inquire about obtaining supplies from
them. As a regular customer, you may receive a discounted price if you buy in
bulk.
During the move
Planning your office move is only half the
battle when it comes your costs. As moving day draws nearer, you'll encounter
more moving-related expenses you'll have to accommodate in your budget.
- Moving day expenses: Don't forget about common office moving costs
like having your computer systems and phones shut down, extra fees charged by
your moving company (stair carries, long carries, moving heavy pieces of
equipment and furniture), paying for the movers to set up your furniture in the
new office and the cost of reinstalling your technology systems.
Paying for insurance: During an office move you'll
be moving a lot of expensive furniture and equipment, so it's a good idea to
check your insurance policy and purchase moving insurance. When it comes to
protecting your business, there's no such thing as too much insurance—however,
protecting yourself does come at a cost. This expense must be factored into your
moving budget as well.
- Estimating your revenue loss: If you're a large company that can
handle normal, everyday business operations while the move is going on, then you
shouldn't anticipate a significant revenue loss during the move. However, most
companies will have to shut down operations for at least the time it takes to
relocate from your old office space to the new one.
- Announcing your move: You'll have to inform your customers, vendors
and associates of your business's impending move. These communications--whether
they're mailed out via postcard or flyer or sent in mass email blasts, ads and
press releases--will cost you money.