11 steps to relocating your business

Relocating your business is a big step. It is usually the perfect opportunity to get bigger, more spacious premises better suited to your work. But you cannot relocate your business in a few days. The process of relocating a small or medium-sized business is long and requires a lot of organisation.

On average, allow:

• One month of preparation for a company with fewer than 100 people
• Two to three months of preparation for a company with 100 to 300 people
• Six months for a company with more than 300 people

If you have not yet planned your move, it is a good idea to work around the school holidays, especially the end of the summer holidays or the winter holidays.

Costs vary from one company to another, and moving one workstation can cost between 200 and 2,000 Swiss francs if you include moving the associated furniture.

Here is a list of steps to take to reduce the stress of moving as well as hidden costs.

1. Audit your premises

This is near the top of the list of first tasks. It is important to have your future premises checked, even before you sign the lease. Premises that are too small, or a security or air-conditioning problem, for example, can mean extra costs that you are better off knowing about in advance.

2. Reread your lease and give notice

Read the lease for your current premises carefully and choose the right time to give notice. Some leases require 6 months’ notice, so it is better to know your exit conditions in advance rather than having to pay 6 months’ extra rent.

3. Appoint people responsible for the move

The amount of work needed to relocate your business is considerable, and you will need back-up to complete a task that can sometimes prove to be Herculean.

Do not hesitate to involve one of your employees in coordinating the relocation of your business. This will take a significant burden off you: your colleague will organise the move for you and report on progress in daily or weekly updates.

4. Inform your employees about the move

It is vitally important to inform your employees properly. Poor communication with your staff could lead to misunderstandings and increased stress in the company, which could have serious consequences.

Communicate well several months in advance. Inform your employees in person, through representatives, posters or even your website.

Their working habits will change and they will have to adapt to a new rhythm, so they will need reassurance.

5. Inform your customers and partners about the move

Customers, partners, suppliers, authorities… Everyone needs to know you are moving. Once you have gone, everyone must be able to find you.

6. About the new premises

Are they accessible, and how? Is there any work to be done, and how much? Here again, it is better to plan ahead, as some work can take several months and you may not be able to welcome your employees and partners into unfinished or unsuitable premises.

7. About the old premises

Once again, plan ahead. What work do you need to do before handing the keys back to your landlord? Read your lease carefully and start the work several months before you leave.

8. Renew your furniture and IT equipment

A move is also a good opportunity for a big clear-out of your technical and furniture resources.

Changing your furniture lets you adapt it to your new premises and also save on moving costs (as long as the delivery costs do not exceed the movers’ costs)

Renewing your IT equipment will make you more productive and reduce your costs significantly. Take the time to analyse your current costs to find out whether switching to new technologies pays off at your scale.

Do not hesitate to meet suppliers who can tell you about new technologies in your field. It can also be an opportunity to rethink the way you work and considerably increase your productivity!

9. Label your premises

On moving day, your employees need to find their workstations and belongings as easily and quickly as possible.

To avoid wasting hours on an endless treasure hunt, it is best to plan the arrival of belongings and staff with customised labelling. Every piece of furniture and every item should be labelled by department and/or owner.

It is generally a good idea to draw up a route plan for your employees, so they know where to go when they arrive at your new premises.

10. Contact your cleaning company

Let your cleaning provider know that you are moving and will need a suitable service when you leave the premises.

11. Set up a support team

On the day you arrive and for the following days, it can be wise to set up a team to handle problems linked to the move, such as lost equipment or unhappy staff…