Our 5 Tips for a Smooth Office Relocation

Moving to a new office is an exciting step for any startup or company. It doesn’t need to be a stressful process if you follow some important steps.



Startups don't usually start in offices. Many of them start in college dorms, others in garages... Well, starting a company doesn't imply having a specific space for it right from the start. However, on every successful startup journey there will come a time when you will have to outgrow the size of your current office space. It's time to celebrate as it means your success has led to growth and a bigger office!


If you are transitioning now to a new office, welcome to the team! BGI is also in the process of relocation and our BGI “builders” will soon be working in a new office at LISPOLIS - Lisbon Technological Park.


A stressful process?


Research reveals that relocating is the second most stressful task for small business owners, after hiring new staff. For this reason, many entrepreneurs postpone this task.


The concerns are varied: financial costs, manual labor, the planning...


Regardless of the reason for the relocation, we know that this is an important process for startups - and maybe not so covered. So we decided to draw inspiration from our own experience to list 5 tips for you who are starting a new phase in a new office:


1. Plan out first

To save time, money and work, you should start planning your move in advance. Think of a workable moving plan.


Sounds obvious, doesn't it? But the truth is, many people end up overestimating the time they have, and end up planning less than necessary.


Start by looking for new spaces in advance - at least 6 months ahead, we would say. This will give you time to consider all the options, plan the layout of the space, make changes if necessary, and also make it easier to hire a moving company for a reasonable price.


2. Communicate the decision

Be sure to keep your team up to date with move plans, new office advances, and timelines. In addition to notifying them of important changes and procedures, you can also include them in the process, encouraging them to help pack everything and ensure that all essential areas are covered and nothing is missed.


3. Assign a project leader

While everyone can collaborate, every office move requires an effort by a project manager to facilitate all aspects of the relocation process and ensure the chances of success.


4. Take only what is necessary

As mentioned before, good organization is essential in the process of moving to a new office. This also includes thinking about what you will be bringing, such as furniture and other equipment you currently have.


To save some money, you can try to keep much of the stuff you already had in your old office. But if it’s not justified, take only what is necessary.


This is a good opportunity to organize what you have in the office and get rid of the unnecessary. For example, remove old files and unnecessary papers. Also, you can sell or donate equipment that won’t be needed anymore.


Ask yourself if you have enough space to accommodate the things you currently have. Can you put this to good use? If the answer is no, please do not include this in your checklist.


5. Move during the offseason

Another tip is to choose a quieter time to move. Choose a time when you don't have many important events.


Summer is generally the quietest time for all businesses, and most office relocations take place during this time. However, demand for moving services also increases, as does rental property prices. Therefore, it’s important that you plan these aspects in advance.


If it's possible for you, as it was for us, relocate your office in the winter or fall to save some money.


Extra tip to save money:

You can hire a moving company to help you move all your equipment to your new office. If that's your intention, start negotiations with the proper mindset, informing yourself about taxes, comparing with competing services, and negotiating possible discounts.


But, if you are able to transport your materials and furniture without the help of an external company, go for it! Each case is different, and you must adapt to your reality. But if this is a viable option for you, it could save you some money.


Good luck with your office moves!


Also read: What to do in Lisbon after the Web Summit?

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