Your office relocation can be simplified if you create a checklist for all the items and cargo to be moved to your new location. It is easier this way because it gives you a lot of clarity as to what needs to be done on the final day of the move and how much time each activity will take.
When you compare this move with moving your house, a commercial space comes with a lot of complexities. It has numerous office equipment, tools, furniture pieces, computer systems, wires, cables, gadgets, machinery, and a lot more that is critical to the functioning of your company. All of this needs to be moved to the new location without a single scratch. How do you do it successfully?
You Begin By Setting The Stage
Before you hire an office relocation company, you need to set the stage for the move. You begin by analyzing your office needs and creating a packing and moving plan.
- Make sure to appoint a project or move manager who is going to be in charge of the entire relocation process
- Have a closer look at your property lease contract and make sure that all the damages that you may have caused in the past years have been made good
- Create a list of all the priority departments and areas that need to be emptied out the first thing
- You will also have to conduct a survey among your employees to find out what their preferences are when it comes to setting up a new office environment in your new location
- Start your search for an appropriate office space for the time being if your new location is still occupied or under renovation
- Get in touch with your internet service provider and your communication infrastructure company to understand the transfer procedure and cost involved
- Before you get in touch with your office movers, create a budget for the entire move and communicate the same to your finance department
- Once you have found your ideal office location, make sure to transfer your critical office equipment before anything else
- Create a detailed plan and schedule for the entire move and also set a timeline for various departments to be emptied out
Now Let’s Come To The 8 Very Critical Aspects Of Moving Your Office That Is Frequently Ignored By The Majority Of Enterprises In The City
1. Technology Upgrade
This office move is an opportunity for your company to upgrade its technology. You can invest in better technological infrastructure in your new place of business. Instead of transferring your old machines, equipment, systems, and IT setup to your new office location, you can set up a more advanced cloud management system, better computers, and faster servers.
2. Communication Continuity
Make sure to maintain communication among all your team members. A lot of entrepreneurs forget that relocating to their new office does not mean that you get disconnected from all your teammates. Maintaining strong communication internally is very critical to the continuity of your business.
3. Workflow Planning
Workflow planning is also very important especially when you are moving to a new office location. When there are potential delays and financial issues, the move may not actually happen. You need to plan your workflow in such a way that nothing prevents you from moving your office. You have to work around the unavailability of systems, manage con calls on smart devices, and display presentations on skype instead of in the usual projector room.
4. Employee Preferences
Your employees are always going to be the backbone of your business. You have to consider their comfort and must pay attention to how easily accessible the new location is to them so that your productivity doesn’t suffer.
5. Planning The Logistics
Think about associating with a dependable office relocation company for your enterprise. Understand what their pricing structure is. Get in touch with their representative to know about their proposed moving plan. It is also advised to invite at least 4 or 5 quotes from the leading office removalists in the city so that you have more than a few options to consider.
6. Maintain Communication With Key Stakeholders
Who are your key stakeholders? Your current landlord and your future landlord, your employees, associates, partners, clients, contractors and subcontractors, and all your team members; are the key stakeholders that you must stay connected with 24/7, especially when you are performing an office move. They should know about your whereabouts. Make sure to constantly reassure your clients that you will uphold your end of the bargain and abide by project deadlines regardless of this move. This is going to strengthen their faith in your brand and the services of your company.
7. Audit Your Supplies And Equipment
Why is it important for you to conduct an audit of your supplies and equipment? This is because you will need new furniture pieces, machinery, and equipment for your new office. You need to make sure that all of these pieces are a part of your inventory list. You will also have to collect adequate moving supplies to make sure that all these items get backed, secured, and moved to your new office location. You don’t want to go out shopping for packing supplies at the last moment in case you run out of any bubble wrap or cardboard boxes.
8. Get Ready For The Moving Day
Coordinate with your office moving professional to choose the most appropriate days for the move. Make sure that there are no public holidays and that you move your office only on off-season days. This ensures that you don’t have to deal with traffic jams or any kind of delays or postponement in your plans. It is also going to cost you a lot less if you choose a day that is less busy and it will speed up your move as well.
