Regardless of the reason, when a business relocates, it is no small feat. Ensuring that the move goes smoothly, within budget with no delays, requires excellent project and change management skills, and thorough planning and preparation.
Plan, Plan, Plan
The key to a successful and cost-effective company move lies in the planning. Plan every detail, and make sure you have a contingency plan for every scenario. The plan should cover how you will ensure the continuation of business whilst relocating.
When you are looking to relocate your business, think to the future. Will the new space allow for expansion? If you are planning to diversify your business in the future, will your new location provide you with the recruitment pool and client base you are targeting?
Manage Your Costs
Financial planning is imperative to keep a grip on relocation costs. In addition to the visible, direct costs of the move such as estate agents fees and business mover costs, take into account the indirect, medium term and long-term expenditure.
Once you are re-established, consider if there will be any change in the monthly base costs. Factor in the cost of utility connections, licences, relocation and redundancy packages, (re)training, hiring new staff, refurbishment, marketing, upgrade of facilities, loss or growth of clients or business and reprinting of company literature to incorporate and communicate changes.
A professional
business relocation consultant can help you in the cost planning stages to ensure you account for all your potential costs, and confirm that relocation is in fact viable.
Communicate
Communicate promptly and openly with your staff, using the most appropriate means for the message you are sending. Make sure there is a way for staff to ask questions. Concentrate on sharing the positive aspects of the move, and the reasons for the move in your communications.
Keep your suppliers in the loop about your relocation, and determine what a move means for supplier relations, if anything.
Ideally, your customers should notice nothing of an office move, except for a change of address or a re-launch of your business. In dealing with unforeseen events, communicate timely to prevent customers walking away.
Staffing – Retention, Redundancies and Re-training
Consider how you will retain key staff members, even if it is on a short-term basis to help assist with staff training in the new location, or to manage the set up of the new
office.
Design relocation and expatriation policies that are flexible and considerate of your employees’ needs, as well as meeting your business goals. Make a moving pack to explain the implications of relocation for your staff, and promote, too, career development opportunities you are offering.
For staff that will not relocate, or who are surplus, ensure that your policy is clear and fair to them, as well as in line with legal requirements. Consider your obligations to trade unions and local authorities.
Keeping your staff motivated in the transition period is important to maintain your customer base, and ensure an effective transfer of operations, skills and business culture to the new site.
Maintain Your Customer Base
Consider if you will lose any customers or break contracts because of company relocation. If so, weigh up whether you will be able to recoup the loss with new customers in the new location.
Your aim is to minimise any disruption to normal business and ensure continuity for your customers when a move takes place, so think carefully about executing the transfer of the IT infrastructure and data management systems, telephone connections and other communications systems. Keep in close contact with your communication services providers throughout the planning stages, inform them of your expectations and move dates.
Hiring Relocation Experts
Business relocation specialists offer a wide range of services. They can tailor a package to help you with the basics, or take the entire process out of your hands.
If you do not have the skills in-house to formulate an effective relocation plan and execute the relocation yourself, professional assistance could prove to be a valuable investment for your company. Search for relocation companies and service providers and make a direct enquiry.
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