Moving a business to a new location can come with many benefits. Relocating may be spurred by the need to downsize and reduce overhead costs, or perhaps the business needs a newer and larger space. Maybe the new location offers lower taxes or more economic development assistance. Perhaps the new site will bring greater access to a larger market or a more concentrated customer base.
Whatever benefits a business owner might stand to reap from a relocation, moving an enterprise from one place to another comes with plenty of challenges. When a business needs to move, a commercial real estate broker can play a crucial role in facilitating the process. They can serve not only as dealmakers, but also as partners with their clients in finding the right space at the right price and helping to make the process as smooth as possible.
While any kind of move can be a major undertaking, commercial moves present a unique set of challenges compared to residential moves. The smoothness of the transition has direct implications for the health of the business. A disorganized move can lead to extended downtime and service interruptions that will be costly to the business. Brokers can strengthen relationships by helping to guide business clients through this process.
Precise planning
A broker can help clients find the right experts who can keep operational disruptions to a minimum during a move to avoid financial losses and maintain customer service standards. This requires precise planning and often the move needs to be executed outside of regular business hours or in stages. Of course, relocating a business involves more than just moving furniture and office supplies. Safely migrating sensitive technology without losing data or experiencing significant downtime is critical and often will involve the assistance of information technology specialists.
Depending on the size and type of business being moved, there might be a need to transport a large volume of furniture, specialized equipment or industrial machinery. The move can involve large, bulky items like desks and conference tables, as well as sensitive equipment such as servers and computers. Machinery and equipment often require specific knowledge to safely disassemble, transport, and reassemble.
Business moves often come with strict budgets. Unexpected costs can quickly accumulate, requiring careful financial planning and management. The potential for damage to valuable business assets during a move poses financial risks. Professional packing, transportation and insurance can help mitigate these risks.
The new space must not only accommodate current needs and workflow but also allow for future growth. This involves strategic space planning and often, custom modifications or renovations before the move. Ensuring that all necessary utilities and services are installed and operational by the move-in date is essential to prevent downtime and requires advance planning and coordination. This includes internet and phone services, electricity, plumbing and HVAC systems.
Expert connections
Clients will often turn to commercial brokers for advice for property-related matters. Brokers can address these move challenges and ensure a smooth transition by identifying moving experts. The following are some of the ways that expert movers can be helpful.
Efficiency and saving time. Expert movers have the experience and resources to execute the move quickly and efficiently. Having executed numerous other moves, they can anticipate needs and challenges, ensuring that the move is completed within the desired timeframe.
Less stress. The expertise of professional movers in handling heavy, delicate and valuable equipment reduces the risk of damage or loss during the move. Additionally, reputable moving companies are insured, offering further protection against potential mishaps. The logistical complexities of a business move can be overwhelming. Having a team of experts to manage the details can alleviate stress for business owners and employees, allowing them to focus on maintaining business operations and serving their customers.
Cost management. While hiring professionals involves upfront costs, expert movers can actually help businesses save money in the long run. Their efficiency and ability to avoid costly mistakes and damages can make the move more economical than a business attempting to move themselves.
Customized solutions. Every business has unique needs and challenges when moving. Professional moving services offer customized solutions to meet specific requirements, whether it’s handling sensitive equipment, ensuring minimal downtime or offering storage solutions during the transition.
Reduce stress
Moving can be one of the most stressful events that your clients experience, but it doesn’t have to be that bad. As with any move, one of the best ways to minimize stress is to plan ahead, starting as early as possible.
For a business relocation, it is recommended that owners give themselves at least six months to prepare for the move. Have your clients create a timeline detailing all tasks that need to be completed in the months leading up to the move.
Owners should keep employees informed about the upcoming move and involve them in the planning process. Assign specific tasks to each team member to help facilitate the transition. Provide employees with clear instructions and support to reduce confusion and stress.
Advise your clients to back up all important digital files and data prior to the move to prevent loss or damage during transit. Cloud storage or external hard drives can be used to securely store sensitive information. Tell your clients to arrange for utilities, internet, phone lines and other essential services to be set up at your new location prior to the move. Have them coordinate with service providers to ensure a seamless transition.
Something else that business owners should do is make a detailed inventory of all items that need to be moved, including furniture, electronics and documents. Moving experts will advise your clients to pack items strategically, keeping similar items together and labeling individual items and boxes according to their contents and destination within the new office layout. Your clients should do such things as consider color-coding or numbering boxes to simplify the unpacking process. Boxes should be labeled clearly to ensure that everything is accounted for during the unpacking process. Keep all important documents, such as lease agreements, contracts, and moving paperwork, organized and easily accessible throughout the moving process.
Once a company is in the new space, managers need to check in with all employees to make sure they have what they need to work comfortably. Your clients should notify their customers, vendors and service providers of the change in address well in advance of the move. Remind them to update the business’s online listings, website and social media profiles with the new location information.
Minimize downtime
Brokers need to work with business clients to minimize disruptions during the move. That includes hiring movers that offer after-hours or weekend moving services to minimize operational downtime. If possible, have your clients move in stages. This can keep different divisions of the business operational while others are being moved.
Brokers should also help ensure the new office is ready for occupation before the move. This includes everything from utilities and internet service to furniture layout and workspace setup. Conduct a walkthrough of the new space to plan the layout and identify any potential issues before moving day.
Ultimately, businesses will want to plan for some downtime around the moving date to allow for unpacking, setup and settling into the new space without disrupting business operations excessively. If possible, allow employees to work from home during the moving period. This can help maintain operational continuity and reduce the pressure on the moving process.
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With the right planning and expert help, relocating a business can be a smooth operation with minimal disruptions. Brokers should work with clients in this process by analyzing their business objectives and helping them define facility requirements. They should work with clients to evaluate prospective properties and make sure the final choice meets all their needs. Playing such a crucial role will help brokers ensure a successful move and solidify a business relationship that will last long after the move is over.
