Moving Your Office: What You Need to Know
The stress of relocating an office, whether for expansion or convenience, can delay productivity for weeks if you aren’t prepared. The good news is that if you plan ahead of time, stick to a timetable, and double-check your lists; you may minimize the amount of time you spend moving and get back to work as soon as possible.
In the Beginning
Once all of the necessary documentation for the new office has been done, the relocation process may begin.
The first order of business is to schedule the office relocation and assign responsibilities for its execution. A dedicated project manager may not be essential in a small company with only a few workers. However, a specialized project manager with stellar organizational skills is necessary to relocate a more significant business smoothly.
Now that you have decided on a moving date and hired a project manager, you can start planning the move’s finer aspects.
Months Before the Office Relocation
Accurate dimensions and a detailed floor plan of your future home are at your fingertips. You may map out the layout of your office and pick where everything will go.
Now is the time to hire an interior designer or space consultant to help you arrange the layout and design of your new workplace. Otherwise, consult your project manager for assistance in planning the structure.
New furniture orders should be placed with suppliers as soon as possible to ensure timely delivery.
Arrange for installing new carpeting (if necessary), window coverings, and any additional furniture well in advance.
Choose a moving company and confirm your relocation dates to avoid overlaps. Before deciding on a moving company, it’s a good idea to research and get estimates from at least three different companies whether you can see whether there are any complaints about these movers posted on local online forums.
Prepare for data loss by backing up all files and crucial documents to external disks.
Create a department-by-department moving checklist to ensure no essential things are left behind in the old workplace. Collect lists from different divisions and compile them.
The month you’ll be moving in.
Provide your staff with a “moving schedule” detailing their responsibilities and roles on relocation day. Use the moving checklist you made to assign tasks to the teams.
Start sending products and documents not necessary for day-to-day operations to a warehouse. Label everything correctly so it may be found quickly in the future.
Inform your clients and service providers that you will soon be relocating. Include your new contact information and relocating dates in your message. Inform them as well of any planned business closures.
It is essential to double-check your orders with the businesses that will be providing your new workplace equipment, supplies, etc. Verify that the dates and addresses for delivery are correct.
Change your mailing address with the US Postal Service. If a mail forwarding service is offered, you should sign up for it.
To avoid misunderstandings about what is and is not office property, have all employees remove their personal belongings from the workplace.
Pack up whatever you need from the office the night before moving day. Verify that you have included everything on your moving checklist. Clearly labeling boxes while packing will make unpacking and settling into your new office a breeze.
To facilitate reassembly in the new space, label each cable, wire, nut, and bolt with a different color if dismantling any office equipment. Put all the parts that aren’t attached in one bag so you can find them easily.
Verify that you have made all necessary backups of your files and have taken further steps to preserve any necessary documents.
Get your new workplace all ready to go before the big move day arrives.
Day of the Move
Assist the moving firm as needed to ensure everything gets transported to the new workplace.
Staff members should be present in outgoing and incoming offices to advise the movers on what to pack and where to put everything.
When everything arrives, have your team set up their workspaces and shared areas.
Prepare a fund for managers to use in honoring their employees. A department lunch or supper to thank all personnel for their efforts in making the office transfer a success is a terrific suggestion.
Your new workplace is ready for you to use now.
Last Words of Wisdom
Even with only one household to relocate, the process can be overwhelming. As a result, when applied to an entire workplace, it can become quite chaotic. If you put in the time and effort to plan your relocation carefully over several months, you should be able to execute it smoothly and with minimal disruption. In addition, if you prepare beforehand, you can restore office operations quickly and minimize disruptions. Last but not least, no matter how well you plan, unexpected problems can arise; you must be ready to deal with them.
Andrew Koh authored the following piece on the topic of workplace relocation. He contributes to www.movers-singapore.net, one of the most prominent Singapore moving companies’ online resources. He is a voracious reader who uses his spare time to educate himself on topics like entrepreneurship, business, and the Internet.