If your only conference room has become a makeshift office for customer service, and hallways now serve as storage spaces for overflowing file cabinets, it could be time to move.

Almost every business owner contemplates relocation as a way to manage growth. But there are other reasons to consider moving: the desire for a more suitable workforce, a need to reach new markets, or a willingness to make an investment in real estate versus leasing, to name a few.  

Whatever the reason, relocating a business is a tremendously time-consuming process that requires careful planning. Despite even the best-laid plans, things can and do go wrong.

Keep in mind that moving isn’t the only remedy for cramped quarters. Before taking the relocation plunge and the investment it requires, consider other possibilities. Call in a space planner to assess the current office space with the aim of developing a more efficient floor plan. Purge old equipment and files and explore offsite storage facilities for documents or inventories. You may be able to expand simply by occupying an adjoining space.

If you think you’re ready for relocation, consider these strategies for keeping stress levels in check.

Assemble a move team and assign a leader.

Relocation is essentially project management. You’ll want a team that’s representative of your organization and a strong project manager who can lead with both organizational expertise and people management skills. After all, relocation is also about moving people, not just boxes. Keeping employees engaged in the process will help avert issues before they can become problems.

If you and your staff are far too busy driving the business to manage a move, it can be well worth hiring an experienced consultant or relocation company to plan and execute the project.

Develop a comprehensive relocation plan.

The earlier you start, the better the chances for a smooth transition with as little downtime as possible.

First, consider the timing of the move so as to avoid peak times or key business cycles. Then solicit input from employees. They can offer solutions and raise concerns that you may overlook. Determine how much of the work you and your staff will take on and what will be left to professional movers.

As part of that planning, work with a mover to identify where every person and piece of equipment will be relocated. Keep in mind that some moving companies will not move certain types of technology or specialized equipment, so line up the right resources for moving those items.

On top of Plan A, you’ll also need a good backup plan that includes alternate server solutions so that data stays secure and can be accessed, as well as options for outsourcing parts of your operation if necessary. Consider everything that could possibly go wrong and plan for it.

Additionally, you’ll need a plan for notifying customers in advance of the move.

Develop a timeline and budget for the move.

Timelines should take into account external variables, such as lead times for vendors, service hookups, or new equipment and furniture deliveries. Budgets should include overtime or weekend rates for movers and contractors, new facility décor and furnishings, and other relocation costs.

Remember to account for the costs and lead times needed for creating new business cards, stationery, envelopes, and other literature that reflect your new address and contact information. Track the inventories of current collateral as part of your planning process to avoid reorders on anything with an old address.

Finally, don’t forget to calculate the cost of lost production in your overall relocation budget.

Anticipate growth.

Calculating the right amount of new space your organization will need can be a challenge. The last thing you want is to invest in a move only to outgrow the space within a few short years. Review your business plan. It can guide your decisions about how much space will adequately support growth expectations.

A move is also an ideal opportunity to consider upgrades to equipment, technology, and furniture. At the same time you’re planning those newer enhancements, develop a plan for purging the old equipment, materials, and files.

Get tech support.

Moving your information technology infrastructure will likely be the most complicated and sensitive part of the endeavor. Engaging the professional services of a tech consultant or firm can help. Be sure to get references and bring them onboard early in your planning process.