Moving offices can be exciting as it signifies growth or a brand new start for your business. However, one should not get too excited as relocating can be a tedious process. Just like any other business project, moving offices is a project that needs careful planning. You need to plan and go over everything to ensure that the transition will be as smooth as possible.
Just like moving houses, relocating to a new office is stressful and challenging. Relocating also means some of the business processes need to be paused. Not being able to execute your move efficiently may mean that you would need to delay work operations a bit longer. If you want to relocate as efficiently and as smoothly as possible, go through this checklist of the things you need to consider when moving to a new office.
Plan Everything
Project management always starts with planning. This step takes care of the first things you need to consider when executing a project. When it comes to moving offices, you have a few things you need to keep in mind when arranging things. First, you need to form a core team that will be responsible for planning your relocation. The team will delegate the tasks that you need to do during the moving process. Next, you need to review your commercial property lease. Make sure to check your contracts to avoid any unexpected problems.
Planning is also essential to make sure you do not overspend. Think of all possible expenses and plan your budget accordingly. You might need to hire a removals company to help you with your move. Make sure to get quotes early and check their terms and conditions. You might also need to rent a storage unit for your office items. If you live in a busy city like London, make sure to rent a self storage in London asap as the demand can be very high!
Create Moving Checklists
During the planning phase, create moving checklists to list all the tasks your team needs to complete. Having all of your plans unsorted can be overwhelming. By creating checklists, you can compile your tasks into more manageable chunks. When creating a list, make intelligent use of documents or spreadsheets so you can edit them easily. You can also use other planning and collaborating software so you can create a clear road map for your move.
Inform People
After confirming your moving date, it is essential to inform people about your planned office relocation. Inform internal parties, including your team members, employees, clients, and affiliates, regarding the moving date and the new office address. Do not forget to inform other external parties such as your property manager, service provider, local partners, and suppliers about your move. Create a master list of all people that you need to inform about your new office location.
You must also inform in advance your IT department about your planned office relocation. They would need a significant amount of time to make the necessary preparations to move your computers, network, servers, and other equipment.
Find a New Office
If you have not found a new office yet, this tip is for you. When searching for a new office, set various criteria that you want to meet. Try to list down the reasons why you want a new office in the first place. You might need to check for necessary upgrades in the new office such as better cubicles or restroom partitions. You also need to ensure that the new office will have sufficient physical space.
Other things you may need to consider are the availability of communications service providers and wireless connectivity. Check as well if the new office has free and convenient parking. Finally, make sure that the location is safe and secure. Ensuring a safe working area for your employees is a responsibility that you should always prioritise.
Manage Your Office Furniture Removal
Aside from planning your tasks and budget, you also need to consider the logistics of moving all your office furniture to your new location. First, create an inventory of all existing office furniture. To keep things in order, label each piece of furniture or assign colour codes to each department. Get a detailed floor plan of your new office, so you can also allocate spaces to each department section. For a more convenient move, you can also avail of the help of a removal company or arrange for cleaning services at your current office.
Another thing you need to consider when managing your office furniture removal is the liquidation or decommissioning of your used furniture. Liquidation has been a common practice for handling excess office furniture. However, more companies are moving towards decommissioning methods for more sustainable options. Check this article about managing your office furniture removal to learn more about these methods.
Settling in Your New Office
The move is not over until you have fully settled in your new office. To get back to business as soon as possible, here are some things you need to set up. First, set up all computers, tech equipment, and telephone lines. Create a new phone list and distribute this list to the different departments. Hand out the new keys or keycards to the people in charge. Perform a detailed check of the area and make sure that everything is safe and secure. If needed, install new IT systems. Finally, do not forget to set an office-warming party to commemorate the start of a new beginning!