Moving Office Tips
Moving house is difficult but moving an entire office?
Don’t’ panic. With these simple tips, you can be organised and get back to work with the minimum of hassle.
Listen to the experts
Speak to a professional business relocation consultant or office and commercial removalist company and pay attention to you’re their advice. Talk with your movers about options and procedures for moving computers, servers, and technology, flies and documents, corporate artwork, office equipment or other items that may be particularly delicate or expensive.
Create a timeline for when packing and the move will take place
Now that your next location is settled, organising the move can be a heap of a challenge, with all the equipment and furniture involved in an office. Evaluate the current situation of your company’s office to see how you want the new office to be laid out and how you plan to make it happen within your designated budget. You may need to change some furniture or purchase new items to fit in the new layout and this could impact your budget. 4-6 months before the move, you’ll need to make sure employees are well aware of when changes will be occurring and give them time to consider potential travel changes the work after the big office move. Schedule time for updating the Internet and phone services and obtaining the necessary permits, licenses and insurance policies. The larger the office you have, the more time you will need to plan
Hire movers and cleaners 1 to 3 months before the move
Advance planning is essential as they move from one office location to the next should be performed without delays. If you are planning to hire office movers or a cleaning service to help with the process, now is the time to do it. Make sure you research the companies and go with a business that can provide recommendations. Make sure your office removalist has the appropriate equipment and resources and can undertake the relocation to the new facility on your scheduled timeline. It could be as simple as confirming that the removalists vehicles are the right height to fit in on the loading dock. Make sure that all your engaged removals contractors have the appropriate insurances as all your office items will be in there care for a period of time. Confirm all building access and security requirements with the building managers to make sure you can get in and out during your move.
Make Friends with the Phone and Internet Company.
Make sure you have excellent communication with your phone service provider about all the important move milestones. By laying a solid foundation for your corporate move, you can make certain that they are 100% committed to getting you up and running ASAP.
Confirm that your IT department and/or Internet provider are completely prepared to make the transition seamless. Proper communication, in this case, can save countless hours and headaches.
Keep Critical Clients in the Loop.
All those clients who are on your ‘A’ list, your current projects list, or on an Accounts Receivable list as well as “critical” vendors should be informed that you are moving, before you move.
Market Your Move.
Consider using your move as a special marketing opportunity for your clients and prospects. Send them a “we have moved (to better serve you)” postcard. These postcards can also be sent to inform your vendors. Also, depending on your new facility, you may even want to stage an “Open House” and invite business associates to come see your new location. Hold off on your grand opening for at least two to three months post move. By then, any challenges with the new premises or the move will have been addressed and you will not only know the best air-conditioned boardrooms but the easiest routes to the bathrooms for your guests. You will be able to show everyone around your new facility with grace and confidence. We can work to minimize potential problems but in spite of our efforts, unforeseen events, weather conditions, and errors can happen. If we plan accordingly we can streamline the process and eliminate mishaps. The goal is to get you in and make sure you’re operational for business as usual and your staff settle into the new work environment efficiently.
Don’t Forget the Stationary.
All company stationary will need to have the new address printed. Make a list for yourself of anything that has a printed address and starts to plan accordingly.
Involve Your Staff.
Encourage employees to take this opportunity to discard unnecessary paperwork, trash, and unwanted supplies weeks before the move. Have your employees pack and prepare to move their own personal property. Often great ideas come from the staff about the functionality of their workplace. Involving the staff will ensure that the changes that are being made during this office relocation will flow through the business more easily.
Organize Vital Info.
Distinguish between active and inactive files. Separate them as clearly as possible. You’ll want the active files accessible the minute we move you in. Create separate boxes for files you’ll need immediate access to, and label them as such.
Inspect all electronics and machinery for problems prior to the move (copiers, shredders, etc.) Make sure to back-up all computers two days before the move. Some items may be affected by service maintenance warranties and have to be relocated by the provider not your office removalists, cheek this out as you don’t want to void these contracts.
Plan a Party.
Plan to have an “Office Warming” celebration for your staff a week after the move to help with the transition to your new location.