Guide to a smooth office relocation overseas
In every business, sometimes there comes a time when you need to move your office. There are many reasons for this. Maybe the rents are starting to get too high, and you have found a way to save some money. Or your office space is just too small to accommodate all of your workers. Maybe you just need to expand, so now you are looking for a smooth office relocation overseas. Whatever the reason, moving overseas is never easy. There are just way too many things you need to think about. In this article, we outline some of the most helpful tips that will make your relocation easy and stressless.
You need thorough planning for a smooth office relocation overseas
Let’s face it – long distance moving is tough. This is why it’s important that you do detailed planning. Both you and your employees (as well as all parties involved) need to be well informed about moving phases. And in order to inform everyone about them, you need to take some time for proper planning. Experts usually recommend that you need to start thinking about the move four to six months before the date arrives. This will give you ample time to set everything up.
Set up a communication hub where you will do all this work. There are many things you need to figure out. First, you should find the place where your new offices will be relocated to. Get to know the place well – finding the blueprints and setting up a floor plan will be a great help in the further planning of your move. This will inform your decision about whether you need new equipment, furniture or similar items.
You should also create a moving team at this time. Pick a resourceful and responsible person from every department in your company. Moving from Japan is a complicated process, so you will need a lot of help. Find people who know their departments well – and which have great communication skills. Hold regular meetings with them where you can discuss issues that happen in your office – and figure out ways in which you can solve them in the new space.
Find a moving company to help you with the move
The next thing you will need for your move is a good moving company. Since you are moving to another country, you need to find global forwarding services with years of experience. Start searching for them two or three months before you move. This will give you enough time to talk with a lot of company representatives, and organize on-site estimates. Pick up their quotes as well as references they offer. Make sure you call the people and ask about their experiences with each moving company.
Finding a company you can rely on is very important. Achieving smooth office relocation overseas is tough – and you need good partners who you can trust. If you are working with an unprofessional company, there are many things that can go wrong. Your things can go missing or get damaged, it might take too long for them to arrive at their destination, etc. On the other hand, by getting a reliable moving company, you will not only have the job done – you can even get great information and tips that will help you during the move.
This is why it’s very important that you also include the moving company in your discussion about the move. Since you want the company’s help, they need good information about what you are planning for your move. They need to know what you will want them to transport, how big an office it will be, and how you expect the move to happen.
Think about the equipment you will need
When you are moving an office, the biggest part of the costs will be packing up and transporting your equipment. Both the air-sea forwarder will charge by the volume and the weight of your items. This is why you need to think carefully about the items you will be transporting overseas.
First, do a deep cleaning of the office. This way, you will get an idea of everything you need to move. The heaviest items are usually the IT equipment and the paperwork the office gathers over the years. So, hold a meeting with the IT team and figure out what you need to take with you, and what you will leave behind. Talk with the moving company and see how much it would cost to move these items. Decide if it will be cheaper for you to move the old equipment, or buy the new one.
When it comes to paperwork, think about going digital. This might be a lengthy process, but it will help you save a lot of money. Carrying hundreds of paper documents across the seas can quickly make your moving bill skyrocket. By transferring them to your computers, you will get them in order – and save money on transporting them.
Notify your clients about your move
One final task you have in order to achieve a smooth office relocation overseas is to make sure your clients know about your move. Make updates on your website and similar identification. Print out new business cards, letterheads, as well as other public material. Then, start notifying your clients.
Keep in mind that it will take you some time to adapt to your new office – even after a smooth office relocation overseas. This is why you need to inform everyone a month or two in advance. Pay special attention to your key clients. If there is a need for it, make personal meetings where you can discuss working together after the move. Also, make sure you call your vendors and suppliers. You will either have to cancel their services or change the address of your storages and offices in their database.
In conclusion, moving to another country is hard. However, with some good preparation and a professional moving company, you will be able to achieve a smooth office relocation overseas. Take everything step by step – and think carefully about it, and you are ready to go!