Moving to a new office space is an exhilarating time for any business, and it does not have to be a tiring one. Relocating is shown to be the second most stressful task for companies after hiring new employees. Consequently, most businesses delay relocation, choosing to run operations in cramped and costly facilities.
With the following 7 tips, however, you can make the move a smooth operation.
When it comes to office relocation, the last thing you want is to ‘wing’ the task. It is important that you start planning the process early, assigning tasks to each party, specify how they will be doing it and when they should be done. Otherwise, you will find yourself struggling at the last minute, and nobody at the workplace wants to pull an all-nighter putting files in a box and figuring out how to get printers and computers ready for transport.
Additionally, you will want to have a plan for where things will go at the new location. Utilize a blueprint to know the workplace and common space layouts as well as any new requirements. Bear in mind that you might need to set aside at least three months to effectively plan the office move, and a few others to actually get everything ready to go and set up. Also, do not forget to plan ahead for the relocation budget. It is an expense that you need to know, after all, you are running a business that needs to meet its bottom line.
Appoint a Relocation Manager
Although you will be assigning tasks to staff members, it is imperative to appoint a move manager who’s able to facilitate and follow up on each task to ensure everything is progressing according to plan. The administrative assistant is usually the best person for the job, but you can also go for someone who has past experience with commercial moves.
Find the Best Commercial Moving Company
It’s always advisable to research and gather quotes from at least three commercial moving companies before you book your move. That is because office relocations get expensive quickly, and so, you are better off looking at several service providers.
If you have the budget, go for a full-service relocation company as they will handle the packing, loading, unloading as well as unpacking. Seek recommendations for companies with vast experience with office relocations. You’ll want to hire one with a proven track record of success in your region. For an accurate quote, ask their representative to come to your workplace and assess the scope of work. With such jobs, describing what needs to be done over the phone is not enough.
Also, the potential commercial moving company should be insured and licensed to operate in your location.
Tell Everyone to Pack Their Own Desk
While you may have hired a commercial mover to handle the big tasks, you can smoothen the process further by having everyone pack up their own desk. Give the staff members a heads up on when they will need to have their items packed by, and encourage them to handle bits by bits to avoid the last-minute rush. Also, consider giving them a few hours of time off the day before the move so that they can have all their items in order. Purchase 5 wall gaylord boxes for your staff to pack their desk.
Do Not Forget IT
One of the most challenging aspects of moving an office is disconnecting and reconnecting all of the tech. Once you decide on the moving date, notify the IT department so that they can come up with an efficient plan to move all the workplace’s technical equipment. This includes servers, computers, printers, phones, and your internet plans. This is a huge task and one that you cannot assign to the movers. As such, you’ll want to make sure the IT department gets to it as early as possible. If you intend to get rid of some equipment, ensure you have a plan for donating or recycling the pieces. There are numerous non-profit organizations that accept used tech for donation purposes. If the tech is not in a working condition, then you will need to do your homework on recycling solutions.
Know the Building Rules
Unless you own the premises you’ll be moving in or out of, you’ll need to get a handle on the relocation rules. It might be that you’ll only be allowed to relocate during non-business hours, or need to make a special request to utilize the service elevator. Discuss this with the building management as early as possible, as it will dictate the moving day logistics.
Deal With the Change Orders
It is also advisable to begin changing the documents with your new address early. Once you get the new address, update your letterhead, business cards, return labels, envelopes, etc. Ensure you update your customers, especially if they regularly ship products from you. It is better to have all your documents updated beforehand, rather than going weeks without them in your location.
Consider Moving the Non-Essentials First
You can also make the move during the big day seamless by transporting the non-essentials first, provided there is an overlap timing with the new lease. These items include bulk office supplies, plants, office graphics etc.
With these simple and straightforward tips, you will be in a position to make the office relocation process smooth and less stressful