Corporate Relocation Tips
What Not To Forget When Moving Offices – “Redirection of Mail”
The end of the year is in sight! With year-end comes the urgency to tie up loose ends, boost sales, and finalizing business deals. Year-end is also a prime time for implementing organizational changes for the coming year such as changes in staff or moving to a new office location. Top that with the hustle and bustle of the holiday season and you have the perfect platform for missing some essential details, especially when it comes to moving offices from one location to another. In fact, in our 20+ years of experience of helping companies relocate, we have found that 8 out of 10 companies make the same common errors when relocating to a new office.
Want to know one of them? Here it is:
- Failure to arrange the redirection of mail with the post office
Surprised? Don’t be. Companies can easily negate arranging the redirection of mail because they may have internal systems in place to inform their database of current stakeholders of any changes they make with the company. As well, the rise in the use of social media for businesses may appear to slowly negate the need to address the redirection of mail with the postal company.
So why is arranging the redirection of mail with the postal service so important? Here are a few reasons:
- It covers all bases. Even if your company can inform its entire CRM database of your company’s new address, utilizing the postal company’s redirection of mail service both emphasises the change and can catch any drippings of important mail from those patrons who may not be on the CRM list or who may correspond with your organization once or twice in the year.
- It’s a time-saver. With all the other intricate details involved in moving offices and running your regular business operations, contacting your postal service and taking advantage of their redirection of mail or mail forwarding service is one way to take care of a very important job in less than five minutes, especially since those arrangements can now be made online. In addition, the postal service can continue ensuring your mail is forwarded to the correct address for weeks, months or even a full year, so you won’t have to worry about it.
- It can be cost-effective. Postal services, like Canada post for example, may charge a small fee for taking care of the redirection of mail, but compare that to the cost of having a staff member take time out of their regularly scheduled activities to consolidate a list, prepare a “change of address” announcement and managing the sending of that message to your contacts, paying the postal service may be the cheaper route to go.
So if your company is planning to start the upcoming year in a new office location, remember to contact your post office and take advantage of their redirection of mail service.
5 Tips to Stay Productive During a Corporate Relocation
On Monday we offered a few tips to help your staff stay productive during a corporate relocation. Today we will focus on tips to ensure that you remain on top of things during the office relocation process.
During an office relocation, it is almost inevitable that a business owner or manager will face a bump or two in everyday routine. The question is how to address and minimize the potential for a standstill – that period when business won’t seem to be able to operate as usual? Christopher Elliott of Microsoft has a few tips on how to best remain productive during an office relocation.
1. Make the actual move at the best time.
Identify where the downtime of your business is, so you can minimize the impact of the move on your clients and customers. Before you make the move, know where the local-area network, PCs, printers, and wireless networks are, so you can get right to work when you absolutely have to.
2. Expect the unexpected.
A client or customer might suddenly request a copy of an important file, or arrange for a special transaction. Be ready for any business-related concerns that might suddenly crop up during the move.
3. Upgrade.
It’s time to let go of outdated software and PCs in favor of faster, more updated ones. Office relocation is a time for you to upgrade. Another tip is for you to use laptop computers as your office tools in the meantime, before you settle into the new office.
4. Make room for downtime.
You are smart to notify your clients, associates, and other stakeholders in advance of the move that there might be a lag in correspondence. If any unexpected issues come up that won’t be addressed until after a few hours after the fact, you won’t have to explain over and over again every time a client asks you what the problem is.
5. Move your applications.
Fortunately, this is a lot easier now, regardless if you’re on Mac or Windows. In fact, you might also want to consider cloud computing. There are several applications that will give you a much easier time moving your files and applications from hardware to hardware.
Read Christopher Elliot’s full article here.
Tips to Stay Productive During a Corporate Relocation
For many companies, the fear that productivity will come to a standstill during a corporate relocation is enough to make them shy away from deciding to undergo the big move, regardless of how beneficial it might be in the long run. This is a valid concern. It is, after all, a common experience shared among companies who endured the daunting office relocation process by themselves or faced it with an ill-experienced corporate moving company. We’ve all heard the horror stories of corporate renovations and relocations that went over budget and well past the expected timeline. But this doesn’t have to happen to you.
At D.J. McGauley & Associates, we’ve been successful in helping our clients move to their new office without putting the productivity of management and/or staff at stake. Here are just a few tips for keeping your company running at an efficient pace while undergoing a corporate relocation.
Timing is everything. Even the most experienced corporate movers may forget this in their haste to finish the move as fast as possible. But it’s not only about how fast the move is, it’s also about how strategic it should be. We’ll find the best time in terms of efficiency and speed for you to move into your new location.
Consider telecommuting. If the job function is operational and ministerial—meaning it doesn’t require collaboration and can be done on a computer—then you might want to let employees perform their work from home. If you’re not sure if this will work, you can experiment. Do a couple of test runs with your employees – once a week, perhaps. Set clear ground rules and expectations. Many companies that offer telecommuting options will hold set daily meetings over Skype or other remote conferencing platforms.
Set up temporary work stations. Some corporate movers think their job starts and ends with the moving. At D.J. McGauley & Associates, we think your business is as much of our concern as your move is. After all, what’s the use of a bright, shiny new office if you lose your valued clients along the way? If what it takes to keep your productivity at an all time high is to put up temporary work stations, then we’ll help you set one up.
Keep everyone informed. Sometimes it’s easy to forget to bring those who are not directly involved in the corporate moving process into the loop. To keep people’s minds off the move, however, it’s important that they stay informed. Time spent fearing the unknown will occupy much of an employee’s time and end up distracting even the most focused staff member.
These are just a few tips to get you on your way to a productive and efficient corporate relocation. Moving your office doesn’t mean that you should put a hold on your office activities. We’ll do what it takes to make sure you stay at the top of your game. Call us for more tips, advice and free corporate relocation quotes.
Should You Buy New Office Furniture During a Corporate Move?
During a corporate relocation, you will inevitably ask the question: should you buy new office furniture? Many companies undergoing a corporate relocation will choose to purchase entirely new systems office furniture, while others will hang on to as many pieces as possible. Which decision is right for your company? Here are a couple arguments for and against purchasing new office furniture during an office move.
Keeping the old…
- Cost Savings
What do you hate most about the office furniture you have? Will it simply not work in the new space or are you just searching for a new look and feel? It can sometimes be more cost effective to renew instead of replace those worn out or squeaky chairs. If certain pieces can still be freshened up by having them reupholstered and refinished, you get the best of both worlds while saving money along the process.
- You can get LEED points by repairing your furniture
LEED certification gives credits for waste management, recycled content, and materials reuse. You can also get additional credit if you use pieces with lower VOC emissions. If you’re serious about getting LEED-certified—and it’s long been proven that having LEED certification is good for business—then you might want to hold on to your furniture during your corporate relocation.
Bring in the new…
- Ergonomics
If the office chairs have seen their years and simply aren’t good for the spine or resting of the arms, etc., then you’re putting the productivity of your employees and, ultimately, the profitability of your company at stake. Invest in your employees’ health by buying new office furniture while also investing in your company’s net worth.
- You need a new look now
If you’re moving into a new office with bold colors and a chic design, your old, dated furniture might ruin the entire look you’re going for. If you need a new look and do not have the time to refurbish, or if no amount of work will hide the old-fashioned bones of the furniture, new and contemporary furniture might be exactly what you need to complete the look of your new office.
GTA vs. Downtown: The Better Choice for Your Office Space Relocation
Planning to move into a new office space in either Downtown Toronto or the outskirts of the Greater Toronto Area (GTA)?
Moving into either location is a crucial decision that will not only affect your pool of customers or the clients that you will attract, but also the employees that will be working for you. In recent years, several developments have taken place that you should factor in when weighing your decision.
Toronto Downtown
According to a recent report by TD Bank, Toronto downtown’s population has more than tripled in the last five years. Echo Boomers, those who were born between 1972 and 1992, are largely responsible for this. The Echo Boomers comprise the new young generation—aspiring, energetic, and highly educated. If you are looking for a labor pool with talented and skilled people, downtown seems like an easy answer.
But take note: this will not necessarily be the trend in the next decade or so. After all, the Echo Boomers are a product of their parents who chose to leave downtown back in the 70s to buy homes in the suburbs. It’s too early to say that the Echo Boomers will stay once they hit late adulthood or old age.
Toronto downtown is quickly turning into a world-class city, and the development in its infrastructure, public facilities, and other services has never been this fast.
Greater Toronto Area
While Toronto Downtown is on its way to establishing its status as a booming industrial location, GTA has well established itself as such. Currently, it holds over 200 million square feet of office space—much more office space than Toronto Downtown, although of course most of this has already been filled by offices.
The population in GTA is much larger and more diverse. It is growing by more than one million each decade, and promises more jobs in the next few years as office development is one of the major thrusts of the area.
If there’s any problem, perhaps it is the public transportation system. Employees have been grumbling about poor transportation and twisted highways.
Verdict
Either area has its highlights. If you want a more stable area that will more or less retain its demographics in the next few years, GTA seems like the smarter choice. But you shouldn’t dismiss the clear advantage of Toronto Downtown. Big companies like Google Inc and Coca-cola are relocating offices into the area for a reason, and the brightest young minds are moving into the area. Can you afford to stay away from the place everyone is clearly talking about?
3 Strategies to Retain Customers During a Corporate Relocation
Don’t let the fear of losing your customers stop you from moving into a new office. If the current office is not in an ideal location or it can no longer sustain your manpower, there is no other option but to relocate. At D.J. McGauley & Associates, we are dedicated to ensuring that your corporate move is seamless in every aspect. Here are three proven strategies to retain your customers during your corporate relocation.
1. Have a relocation marketing strategy
Your relocation marketing strategy must not only be intense; it must also be well-planned. At least one month prior to the move, you should reprint all your brochures and letterhead with your new address. In addition, change signature files on all outgoing email correspondence to include the new address.
Post announcements about the move in highly visible areas within your current location. Your past customers should also be sent postcards, with highly valuable clients receiving handwritten notes. Print correspondence should be followed up with emails to remind them of the move. All correspondence should visibly highlight the new address.
But it’s not enough for you to tell your employees that you’re moving to a new location—the why matters just as much. Emphasize what moving to a new location means for them: a better quality of service, accessibility, and convenience are among the reasons that you can point out.
2. Hold a Grand Opening event
Lure your existing customers to the new location by holding a special event just for them. Give them discounts, a special sale, or irresistible freebies—anything to get them to attend to your new location. Getting them to your new location is the first step to retaining them.
Once they’ve stepped foot in your new office, talk about the highlights of the new location and why it’s a much better place than the former. Giving customers the VIP treatment while sharing your insights with them will make them feel like they are part of the decision and the reason for the move. This will surely offset any inconvenience caused by your corporate relocation. Involve your existing customers in the “journey”, and reward them for sticking with your brand through and through.
3. Have an online relationship with your customers
Social networking is an extension of your relationship with your customers. Find a way to bridge that gap caused by the corporate relocation: network with them online. Get them to your new location by holding exclusive online discounts and coupons for your loyal customers. If you do not have one already, this might be the perfect opportunity to start a loyalty club, where your customers can track their points through an online platform.
For more tips and strategies to help you stay connected with your customers during a corporate relocation, contact us today. We will help you along every step of your corporate move.
Transitioning Your Employees When Moving Corporate Offices
During the office relocation process, a lot of uncertainty can set in and the employees may easily feel demoralized about the security of their jobs. It’s up to management to take steps to engage and motivate their employees. After all, moving into a new office is something to get excited about. Here are some practical tips to keep employee satisfaction at an optimum level during corporate relocation.
1. Involve employees in the office design process.
Value their opinion regarding how the office space design will take shape. Among their biggest concerns will be their workstations and the dining area. Ask staff what’s on their mind, and let them know that their opinions will be communicated to the corporate relocation specialist.
2. Realign expectations.
The employees might feel lost about how the move will affect the work calendar and both the short-term and long-term goals to be achieved. Communicate with them constantly, and tell them how the move will alter (or not alter) the achievement of preset work goals.
3. Update employees about the progress of the relocation.
Every now and then – at the start of every other work day, for example – show photos of what the new office looks like so far. To excite them even more and to achieve a more dramatic effect, you can place your current work office photos side by side with photos of the new office. You’d be sure to elicit just enough ooh’s and aah’s to motivate them to work.
4. Encourage staff to work on a project.
Solicit volunteers to work on a special project that will be placed in the new office, like a corkboard containing photos of some of their best memories at the old work location, and set up a special corner or spot in the lunch room of your new location to be dedicated to this project. This will give employees a sense of entitlement and belongingness.
These are just four practical and creative tips to involve and motivate your employees throughout the corporate relocation process. By letting them feel that they are part of the entire process, you can eliminate uncertainty while motivating them to stay at the top of their game.
Tax Deductions and Credits: Corporate Relocation in Canada
Last week we discussed Tax Credits and Deductions – Corporate Renovation in Canada This week, we are focusing on Tax Deductions and Credits in Corporate Relocation in Canada. With tax deductible expenses specifically for corporate relocation, companies should not worry about additional taxes and expenses that moving one’s office entails. In fact, with D.J. McGauley & Associates, the costs of your corporate relocation will be much more affordable than with any other corporate specialist.
Provincial Land Tax Rebate Program for Vacant Commercial and Industrial Buildings
When moving out and leaving an industrial or commercial property that you own either partially or entirely vacant, you can qualify for a rebate of Provincial Land Tax throughout the entire period of your vacancy. As long as a commercial building is entirely vacant for around 90 consecutive days and remains unused, you may ask for a rebate of your property tax until February 28.
If you’ve already paid the provincial land tax for the building you own and are currently occupying, there’s no need to wait until the end of the fiscal year before you move out and let it stop you from moving. Take note that this is only available for Ontario businesses.
If one of your fears in corporate relocation is that you might end up paying taxes twice, and even incurring additional taxes, the moving taxes deduction should put your worry to rest. This tax deduction is available for businesses that will be carried on in a new location that is at least 40 kilometers away from the previous workplace.
You can claim reasonable amounts for the following:
– Transportation and storage costs (including packing, hauling, in-transit storage, insurance, and storage) for all effects
– Travel expenses either through the detailed or simplified method. By using the detailed method, you can deduct expenses ranging from your meal expenses to the vehicle expenses, as long as supported by receipts and records. With the simplified method, you can calculate the number of kilometers from the takeoff place to the destination.
– Cancellation of lease cost is for the deductions on the rental period that you weren’t able to use up
– Incidental costs covers the fees for the change on legal documents, the replacement of driving licenses, and utility hook-ups
– Cost to maintain the old office of as much as $5,000, including the property taxes, the insurance premiums, the interest, and the utility expenses
Corporate Renovations Experts in Toronto
Many people do not realize the full scope of a corporate relocation specialist’s abilities. Did you know that corporate relocation companies will expertly handle a lot more than office moving? For example, D.J. McGauley & Associates will help not only relocate corporate space but also renovate and/or expand your existing corporate location.
Renovation services you can expect from the consultants at D.J McGauley & Associates include:
- Practical, cost effective and attractive design options that maximize the use of your current space.
- Furniture solutions and options that fit your needs and budget.
- Modernization and updates that fit your corporate image, client base and employee needs.
- Maximizing light and air quality while promoting worker health and ergonomics
If your company is considering renovating or expanding your existing office space, make the consulting team at D.J. McGauley & Associates the first call you make. We have the experience and the know-how to make your corporate renovation in Toronto or surrounding area a glitch-free success.
For more information about why you should call a corporate relocations specialist, read our last blog post, Does the Success of Your Corporate Relocation Rely on Who You Know?
Does the Success of Your Corporate Relocation Rely on Who You Know?
Does the Success of Your Corporate Relocation Rely on Who You Know?In short, the answer is yes, absolutely. Choosing the wrong contractor, engineer or designer will turn your corporate expansion from a positive to a negative before you’ve had time to file a change of address card at the post office.
This is why, if your office is relocating or expanding, one of the most important decisions you will make in this process is choosing the right corporate relocation specialist for the job. Experienced corporate relocation specialists will not only work with your real estate agent, act as a point of contact with building management of both your current and your newly chosen location, and foresee any potential issues before they become complex problems, they will also hook you up with the best of the best in terms of contacts you will need to enjoy a seamless relocation.
D.J. McGauley & Associates have an extensive network of industry professionals, whom we work with for corporate expansions and relocations. Through years of experience, we have long ago weeded out the contractors who are not ideal and developed relationships with professionals who work on time, on budget and with a focus on making your expansion a great experience. Think of us as your trusted source for all areas of corporate relocation and expansion. We will source the right:
- Designers
- Engineers
- Construction teams
- IT, phone and cabling experts
- Movers
- Furniture, equipment and appliance providers
- Installation teams
When you make your move with D.J. McGauley & Associates, you will always be one step ahead. Call us today to learn more about our services and find out how we plan to help you with your next corporate relocation.
- ← Previous
- 1
- 2
- 3
- Next →
Corporate Space Planning & Relocation Advice 