Our work environment has changed over the past two years with hybrid work and remote teams becoming acceptable today. Many offices are re-locating to accommodate their current needs, which most often, are to smaller less costly places. With the smooth office relocation tips listed below you will be able to reduce a lot of the stress that comes with a project such as relocation. Commercial moves are more complicated as they involve a lot of people, teams and many items that need to be documented and accounted for accurately.
This can make or break the entire office relocation as it will set the groundwork. The first thing to be done is setting a moving date and making everyone aware of the date and that no changes are allowed thereafter. Next, create a detailed master check list regarding all the steps to be completed. An inventory of the office equipment and furniture also needs to be done. You should have a detailed floor plan of the new premises, based upon which it should be decided which furniture or equipment are no longer required and suitable for the new place.
Assign a project manager
The next important step is to assign a project managed and planning team. They will be in-charge of following the steps in the master list as scheduled. Responsibilities should be assigned to individuals and/or teams who will be answerable to the project manager. The planning team must also ensure that they communicate clearly precisely with all departments so that everyone is aware of the ongoing progress of the office relocation. Do all communication well in advance to avoid last minute stress delays or miscommunications.
The team should also inform customers, partners and clients in advanced of the intended relocation and moving day and explain if there is a projected stop in your business services.
Take an inventory count
A detailed inventory is important. This must be shared with everyone involved in the relocation. Assign responsible individuals to handle different areas, who will work together to ensure a cohesive progress to help with a smooth office move. With a proper inventory of the actual items to be moved it will minimise the risk of anything being donated by mistake, being left behind or misplaced.
Hand over the finalised list of items to be sold, donated or recycled to the project manager to oversee.
Pack and store accordingly
This must be done responsibly as it involved not only office equipment and furniture but sensitive data as well. To protect sensitive employee and customer data the packing or backing up should be done by the relevant team who will be solely responsible for their safe transfer. Other movable small items should be placed in labelled boxes or containers so that they are easy to locate once at the new office.
Change billing address
Business owners understand the importance of having relevant authorities, partners and customers updated on a new billing address in advance. Business cards must be updated as well. Other relevant bodies to be notified of your address change include any accounts departments, your internet service provider, service providers and suppliers, food and bottled water providers, insurance companies and other relevant services to your business.
Hire a professional moving service
Hiring a moving company is another important step in moving to a new office with minimum hassle. Once everything is packed and labelled a moving service will ensure that everything is transported safely and securely. They can also pack and move the bulkier items for you. They have the necessary manpower, experience and vehicles to ensure a smooth moving experience. A professional moving service will also unload your items at the new office space so that your employees do not have to attempt it themselves.
If you have items that need to be sent for recycling a licensed moving company will know what to do without you having to worry about it.
Following these tips will help towards enjoying a smooth office relocation, something to appreciate during these pandemic times when things are slightly more complicated. Focus on advanced planning, task allocations and clear communication and you should be able to move office without a hitch.