For a business, regardless of its size or industry, a successful relocation involves several key challenges. During the transition, it is essential to ensure the company’s productivity, safeguard its assets and resources (documents, equipment, machinery, etc.), and maintain employee comfort. You must therefore plan ahead and make sure nothing is overlooked along the way. From the moment the decision is made, it generally takes about six months to complete all the necessary formalities. To help you with this process, here is a checklist for relocating your business, from securing new premises to the complete on-site setup.
180 days to go: Starting the paperwork and planning
Giving notice
Of all the steps involved in relocating a business, the assignment of the commercial lease is often the first formality to be addressed. Typically signed for a term of 9 years with automatic renewal every 3 years, the lease usually includes a 6-month notice period for assignment. You must take this into account when terminating the lease to avoid incurring additional costs due to early termination.
Conduct an audit of the premises
As soon as the new premises are acquired, it is advisable to conduct an audit to plan the office layout and anticipate any necessary renovations before moving in. This will allow for the early identification of any constraints related to security, the installation of specialized equipment, or IT infrastructure.
Thinking about what comes next
A move is often, and rightly so, an opportunity to reflect on how your business operates and what is truly useful to the company. You should take this opportunity to get rid of what you no longer need and sort through your archives. To effectively carry out this review, you can start by taking inventory of the company’s assets. Anything that can simplify the move should be planned in advance to avoid wasting time unnecessarily.
Draw up a list of requirements for the move
You will likely need a moving company to transport your business equipment from one location to another. To issue a request for proposals and select a service provider, you must first draft detailed specifications that clearly outline your expectations.
– When do you plan to move?
– Who does what, before and during the move?
– Who moves the furniture?
– Who packs everything into boxes?
All these points must be addressed in your specifications.
90 days to go: choosing a moving company and setting up the new office
Get quotes
No later than three months before your moving date, you should send the specifications to the service providers you’ve contacted to request quotes. Take the time to give the companies (both current and prospective) a tour of your premises. Carefully review the quotes to choose the moving company that best meets your needs. Also consider each company’s unique strengths to help guide your decision.
Carry out any necessary work in the new premises
If you’ve determined that renovations are needed in the new premises, you should plan them as soon as possible to accommodate the contractors’ schedules. This is particularly important for setting up the IT network connection at the new location. In any case, it’s best to have the work completed before moving in. You’ll have enough to do when you move in without having to manage construction work upon arrival.
Communicate with employees to reassure them
The sooner your employees are informed about the move, the better! You’ll need everyone’s help to make the move a success. There’s no need to add to the stress of this major upcoming change by letting rumors spread. To facilitate communication with your teams, it’s advisable to appoint a relocation coordinator for each department or unit and to schedule regular informational meetings to prepare your employees for the company’s move.
60 days to go: Preparing for your departure
Plan for any renovations that may be needed in the premises you are vacating
You must prepare for the move-out inspection and plan for any necessary repairs to restore the premises to their original condition in accordance with the lease agreement.
Show the staff around the new office
Organizing a tour of the new premises will help your employees visualize their future workspace. You can use this opportunity to share a schedule with them so they can best prepare for the move.
30 days to go: getting ready for the move
Sort through the files
To avoid moving documents unnecessarily, it is important to sort through the files before the move. Consider the archives stored in the annexes and plan to destroy old files if necessary. Similarly, closed files that need to be retained should be sorted and clearly labeled for potential archiving at the new location. Active files should be handled separately so they can be quickly returned to the offices after the move.
Manage the labeling of items to be moved
Each item to be moved (boxes, crates, furniture, etc.) must be precisely labeled to indicate its origin and destination in the new premises. A code is generally assigned to each office or employee to clearly identify batches to be moved from an inventory.
Set up the new phone line and internet access
Transferring telephone lines and Internet access is vital for your company, which needs to keep in touch with its customers and suppliers before, during and after the move. Plan the transfer of lines well in advance with your supplier to avoid any blockages.
Update your address
While the change of address can be carried out a few days before the move, you need to update your communication materials, business cards and letterheads well in advance. Government departments should also be informed of your change of address in advance of the move: URSSAF, tax authorities, etc.
10 days to go: roadmap and IT inventory
Create a personal roadmap
With just a few days left before the move, it’s essential to let the staff know how the process will unfold. Reminding everyone of their specific tasks will also help ensure that everything runs smoothly.
Conduct an inventory of the IT equipment
This is a highly strategic mission for companies that are totally dependent on their IT network. It's a step you can't afford to miss, and one you need to prepare in advance to make sure you don't miss a thing.
One day to go: finalizing before the transfer
It’s the last day before the movers arrive! You need to check each office to make sure everything is ready to be moved. Department heads must ensure that the final instructions are followed to avoid any mishaps.
D-Day: all hands on deck
Moving operations are best scheduled for weekends or holidays to avoid disrupting business operations. Be sure to clean the premises you are vacating in preparation for the exit inspection so you won’t have to pay for repairs.
Day 10: Final administrative procedures
You can now make any final address changes, including arrangements for mail forwarding. Don’t forget to post a notice at your current location to inform any contacts who may not be aware of the company’s move.