You love your mahogany desk that you had custom-built from the old dining table of your grandparents’ home. It has been with you since you started your company and you consider it your lucky charm.
Your desk has sentimental value. It brings back fond childhood memories of the many summers spent in your grandparents’ farm house. The problem? You need to move to a new office in Sydney from Perth!
Even if you own a truck, the distance of 3,994 kilometres from Perth to Sydney is a long drive. You do not have the patience or stamina to handle it. You also need to transfer most of the documents, office equipment, and furniture you currently have.
You obviously cannot do it on your own. The solution? Search for interstate removalists, compare their offers, and hire the best company that can deliver the services you will need.
The above, of course, is a very specific hypothetical situation. However, if you happen to be a business owner planning on relocating to Sydney, here are 8 essential tips that you may want to consider:
1. Consult a real estate agent
Before planning and organising your move to a new office in Sydney, you must first look for a suitable place of operation. Depending on your type of business, you may need specific floor areas and built-in facilities. For instance, if you have hundreds of employees, you may need an office with its own cafeteria for your company’s exclusive use.
To ensure that you have the right office space, you should consult a knowledgeable local real estate agent. The agent can then provide you with several options and you can choose from the list.
In selecting a prospective office location, you must consider the following factors:
- Cost (rent, lease or purchase)
- Total floor area
- Ceiling height
- Age of the building
- Location in the city
- Specific facilities
Visit only the prospective properties that interest you. Once you have found the office space that you need, negotiate for the contract.
2. Secure all the necessary permits
Months before the office transfer, you should secure all the necessary permits from the local council office in Sydney and from the state of New South Wales. You need to apply for the following:
- Business permit/registration
- Building permit (if you will construct your own building)
- Workplace health and safety (WHS) permits
- Company vehicle registrations
- Business parking permit
3. Transfer to a new bank
If you are transferring to a new state, you may need to close your current bank account and open a new account. On the other hand, you may just need to transfer your business account to a local branch in Sydney.
This is especially important for fast payroll processing and business transactions. If you already have a business account in an international bank, the local Sydney branch must be notified about the transfer.
4. Thoroughly brief your employees
The decision to move to a new office is dictated by business and economic considerations like new market opportunities or more cost-effective facilities. It will also depend on the decision of the company owners and top managers.
However, the decision process should also involve consultations with employees as some may not want to transfer. You may need to let go of some employees and pay their benefits. Thoroughly briefing your employees about the planned move will not only inform them but will also make them feel they are an important part of your business organisation.
You should offer separation packages for those who do not want to transfer. On the other hand, you should also offer incentives for those who are willing to transfer such as upgraded dental benefits, housing assistance, or pay rises.
5. Organise a moving committee
To reduce the load of supervising the move, you may also organise a moving committee from among your employees.
The committee members can facilitate the transfer process. They can help in information dissemination, creating the moving schedule and packing assignments, and oversee the packing of the office equipment and furniture. They can also take care of coordinating with the removalist company.
6. Inform all stakeholders
Your main stakeholders are the local clients or customers of your business. You should inform them about the office transfer through the following:
- Bulletin board notice
- Social media announcement
- Company website announcement
- Press release for traditional tri-media
- Email messages
- Personal calls or meetings with important clients
You must also inform other stakeholders such as:
- Your suppliers
- Utility companies
- Post office
Settle your local liabilities and inform your creditors about the new office address and contact details. If you have the luxury of time, you should allow for at least a one month transition period to fully settle all your obligations.
7. Back up your digital assets
Before packing your computers for the move, you must first backup all important data. You may upload files to a cloud database and have multiple hard drive backups. If you have already installed a centralised server in the new office, you may store the data backups there.
You should also upgrade your software and security systems to protect your data. If you plan on giving away old computer units to schools or other institutions, you should first erase all the data.
8. Partner with a trusted removalist
While making all the necessary preparations, you should also begin your search for prospective removalist companies. You can do this at least six weeks before your intended date of transfer. You should ask for price quotes from several companies and inquire about the details such as the insurance coverage and any other services you may require such as help with packing and unpacking.
You may hire a company from your place of origin or from Sydney, whichever is more convenient. However, if you need temporary storage in the city, it would be better to hire a Sydney-based removalist company.
Ready, set, move!
Planning and organising an office move to Sydney (or anywhere else, for that matter) is no mean feat.
This is why it is absolutely essential to cover all the bases prior to the big move. Be sure to consider the 8 tips above to ensure everyone in your company and all business stakeholders are adequately informed and prepared for your office relocation.
Robert Wise, Sales Administration Manager at Nuss Removals, has been a respected figure in the removals industry for over 20 years. His attention to detail and the ability to truly understand the needs of the customer have ensured the successful relocation of thousands of satisfied individuals and families. For moving and storage across Australia and around the world, Robert’s wealth of experience ensures his customers are in safe hands.