Neil Haboush is a Montreal businessman who advocates for the benefits of business etiquette and practicing yoga and meditation.
Relocating an office can be traumatic for any size association, but budgeting for themove can be more difficult for the smaller organization with fewer resources. It requires thinking of all of the details related to the move-and even then there will be overlooked items that may threaten your budget limit.
Taking six preparatory steps may help reduce that risk:
1. Assess all physical contents of your current office. Is this the time to discard old furniture and buy new items that may be delivered to the new site? Do computers need to be replaced or upgraded? Can your present telephone system be moved or will it need to be replaced? Will the new office space have any special needs that your new landlord is not supplying?
2. Discuss with each staff member the items they would put on a wish list" for their new space and for the office as a whole. Moving can be traumatic and adding minor items to the staff's future home might ease relocation.
3. Develop RFPs for moving companies, computer consultants, and telephone systems. Send these to three or four companies in each category. Also consider painters, electricians, and decorators if your new lease requires you to arrange for this type of work. Select contractors when proposals come back.
4. Determine the costs of all materials related to the move.
List all items that identify your address, phone number, and so forth. Include such supplies as stationery, business cards, pamphlets, brochures, and memo pads.
Identify all supplies you may need to purchase in preparation for the move (boxes, labels, markers, etc.). Determine the cost of notifying your members, vendors, and customers about your new address and phone number.
Determine the cost, if any, of elevator use at either end of the move.
Estimate the cost of disposing of unwanted furniture, computers, and so forth, if movers will not discard unwanted items for you.
5. Total all costs and then add a miscellaneous budget. Forgotten details and overages are inevitable. A minimum of 5 percent should cover overages if other figures have been calculated correctly.
6. Present the budget to your board of directors or budget committee for approval. Be prepared to justify every item.
Neil Haboush
Level One Data Services
451 Beaconsfield, Suite 205 Montreal, Quebec
H9W 4C2
(514) 313-3357