Moving to a new office can be a nightmare. There is a lot to do, and you need to coordinate the entire company to ensure everything goes according to plan. If you are feeling overwhelmed by your office relocation, there are some tips you can use to smooth out the process.
1. Start Early
The most important tip is to start planning your move as early as possible. This will give you the time you need to plan everything and get everything done. You do not want to leave anything to the last minute because something will go wrong, and that can have serious repercussions.
It is best to start planning as soon as you know, your company is going to move. Your moving plans should include details on how everything will be packed and deadlines for each department. You also need to plan where everything will be in your new office.
When you start planning early, you can also get other departments involved to reduce any issues. The department you have to communicate in advance is IT. The IT department will need to get things ready at the new office to limit the disruption the move causes to your business operations.
2. Have A Move Manager
Having one person in charge of the move is a good idea even with all the work being divided between departments. This manager will help everyone stay on track and ensure that everything is running as it should. The best person for this job will usually be an administrative assistant.
If you know someone in the company who has experience with office relocations, you can assign them as move manager instead. Of course, you will need to ensure that this position does not interfere with their day job.
3. Choose The Right Commercial Movers
Many companies offer moving services, but you need to look at those that offer commercial moving services. These types of moves are very different from residential moves, and you need a company that understands this. It is recommended that you contact at least three commercial moving companies and get estimates from them.
Office relocation needs to be done quickly and with as little impact on your business operations as possible. When getting estimates from the companies, you will want them to send someone to your office to see the scope of the work. You should not work with a company that asks you for an inventory and provides an estimate based on this.
If you have the budget, you should look for best movers for long distance. These companies will take care of the packing for you as well as the move itself. If your business handles confidential information, this service might not be the best idea, and you will need to check the vetting process the company uses for their movers.
4. Assign Departments Certain Tasks
While each person in your company should pack up their workstation, you also need to assign tasks to specific departments. This is particularly important if there is equipment that only one department uses. An example of this will be file storage that is only used by the accounting department.
In this case, the accounting department should be responsible for ensuring the file storage is ready on moving day. They understand what is being stored there and will ensure it is packed in a way that they understand. If you are going to do this, you will need to provide them with enough time and ensure your move manager is aware of this.
5. Know The Building Rules
If you are renting office space, you need to know what the building rules are for relocations. You might be restricted to non-business hours for your move, or you may need to request the use of the service elevator. If you do not adhere to the building rules, you could find yourself in breach of your lease and facing serious penalties.
If you do not see anything in your lease about relocation rules, you need to contact the building management. It is better to ask about this than to assume that you are following the rules. Understanding the building rules will also help you determine the logistics of your office relocation and when everything needs to happen.
6. Inform Everyone
Before you move, you need to let people know that you are moving. You should alert your clients as well as your suppliers of the change of address. You do not want any miscommunication with clients or suppliers because they were not aware of the move.
You also need to update all your stationery to reflect the new address. This is particularly important if you have letterhead paper and return labels. You also need to ensure that all employees update their email signatures to reflect the correct information.
There are many tips that you can use to make your office relocation easier. These tips include informing everyone of the move and assigning a move manager.