There are a huge number of reasons as to why you might be considering an office relocation, whether it's because you're expanding, or because the lease has expired. Whatever the reason for your office relocation, you'll likely be stressing a little about how to plan a successful office move that is easy and smooth for everyone.
Well, the professional moving company Bear Couriers & Removals has a few tried and tested tips to get you to your new office as easily and comfortably as possible. Here are the top tips for a smooth transition into your new office space!
Making a visual representation of where office furniture and things are going to go will make conceptualizing the new office much easier. It will allow you to ensure that there is space for all of your employees and their desks and other furniture too.
Mapping out your new space will also help professional movers or employees' jobs easier as they will know where to put things when they reach the new location in the moving process.
When you're planning this out, you can also ask for the whole team's perspective on this, allowing the project team to welcome the feedback of other employees
When you move, whether it is an office relocation or moving home, the more things you have to move, the longer it takes. One of the best ways to make your office relocation smoother is to get employees to clear out their desks and lockers. By removing personal items and other unnecessary things before the moving company arrives or before the moving date, you can reduce the risk of damage to personal possessions and also make the whole moving process that much easier.
You should also do an inventory of furniture and things like that. You might be moving into a smaller office, or an office with some furniture already in it. If that's the case, moving all of your desks and other furniture may be pointless. Figuring this out before the move will not only make the move quicker but it will allow you time to sell the furniture, potentially making back some of the money you are spending on the relocation process.
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Making sure there is time to go through files and papers so that you know exactly what is in every box makes a huge difference when it comes to office removals. Careful preparation is key!
You may wish to label or use a colour coding system so that you know which files and papers are where. If you do decide to use such a system, make sure that you implement it as soon as you start packing
For most businesses, IT is crucial for the function of the company, so they should be the first thing moved into the new space when moving office. That way, while the rest of the relocation process is happening, they can get their systems up and running. This will mean that from day two, you have access to IT services.
Throughout the whole moving process, the IT department should be the least affected by the relocation plans. They should also have access to plenty of protective packing equipment and should be able to set up their services as quickly as possible. This means that they ought to be on the first trip or two on moving day.
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As with any big change in the workplace, the employees need to be considered at every step.
You need to make sure you keep your staff up to date with everything that they need to know. In some cases, making a comprehensive guide to the moving process might help.
You may find that one of the best ways to make the relocation easier on your employees is by arranging a meeting at the new office. This is a great way to handle any anxiety and will allow employees to get to know the location and figure out how best to get there.
As with any work project, project management is one of the key factors in moving offices successfully. It is a stressful process, so providing the office with one person to report to, will make life easier.
The project manager should be someone who is able to multi-task and who has good communication skills. They should be able to handle stress and should be familiar with the needs of the company and the business. This is key for a smooth office move.
In addition to handling the step-by-step of the moving process, this person will be responsible for things like planning the budget, letting employees know what's going on, keeping them up to date, and making sure everyone knows their roles in the process.
Data stored on hard drives and servers is subject to damage during a move, and even with the help of a removal company, you can never predict what might happen. To save your business from suffering from losing important documents, you should always back up the files to a separate hard drive or cloud before the office relocation.
You should also make an inventory of physical files. This will allow you to ensure you've got all the files and documents you should have when you reach your new location.
When you move to new premises you need to make sure your business isn't impacted at all. This means that you should always be sure to update your address.
This will allow clients and customers to remain up to date and prevent anyone from losing interest in your company because they can't locate you. It will also prevent you from missing important packages and letters.
Planning early is important when it comes to an office relocation. You should pick your project management team as soon as you decide to move, and you should hire a removal team as soon as you have a date for relocation. Once you know you're moving, the project manager should start looking at how best to pack your equipment and get useful packing tips for things like IT gear.
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A budget for relocation costs should be decided as soon as possible (taking into account things like the moving company, moving equipment, packing boxes). This budget should be comprehensive, as there are often more costs than first thought when it comes to moving. If you're unsure what costs might need to be included in the budget, contact movers and get their expertise and top tips.
Always remember that it may seem like an expensive process now, but by paying for the relocation process, you're allowing your business to prosper in the long run at its new location, in a new space (and potentially with new employees!).
You need to decide whether relocating is going to create new roles, and if so, determine when you'll be hiring to expand the team. When it comes to employees, you also need to decide who will be in on the moving day. Is everyone in and it's a team effort? Or are you allowing your movers to handle it and giving everyone the day off or the day to work from home? This needs to be decided and communicated to allow employees to plan accordingly.
By planning in advance you can minimise downtime!
The presence of a friendly team like Bear Couriers & Removals on your moving day will make moving into your new workspace so much easier and less stressful. They have expertise that you do not have when it comes to the relocation process and the best methods for relocating things and can help you to streamline the process, minimising downtime for the business and making the office relocation smoother and quicker.
Ready to move? Contact us now and get a free, no-obligation quote. Our team is ready to assist you with all your moving needs.
