Companies relocate their offices mainly because they’re expanding for more business and customers, downsizing for efficiency or simply because their lease is getting over. This time of transition is when businesses are at maximum risk. Apart from the fear of a drop in sales and complaining customers, there are also chances of frail office items like hard drives, laptops, files, data servers, etc. getting damaged during transit.
To save you from all these troubles, we have put together 9 tips that will help you move your office smoothly, should you choose to Do-It-Yourself.
1) Plan your move in advance
Start planning your move at least 3 to 6 months in advance before the actual moving time arrives. This will give you the time to get into the nitty-gritties of the move. Once you know what your new office is like, plan your interior accordingly. Decide how you’re going to arrange furniture and other equipment in the new place.
2) Inform your employees
Let your office employees know well in advance about the move. They might want to finish some major work before the move or simply prepare themselves for this change.
3) Hire a professional mover
You need to be careful while choosing a moving company. Check whether the company has executed such office moves before. You should also have a set of questions that you may want to ask them. This will help you choose the right moving company that carefully moves your sensitive office equipment.
Or, you could just choose Universal Relocations.
4) Give your IT team enough time to prepare
Inform your IT team of the move at least 3 months in advance. They need to take care of internet plans, phone connections, and other things. They might also have to inspect the new office and determine if there is any need for you to upgrade any equipment.
5) Purge unnecessary items
Get rid of unimportant old files, unused furniture, outdated mobile phones and other things that you won’t be needing anymore. This will make the move easier.
6) Order new equipment in advance
Once you evaluate the new place, you can order new furniture and equipment well in advance. Also, coordinate with the suppliers so that they deliver things to your new office just before you move in. This will help you to settle in quickly.
7) Change your address and let everyone know
Update your address on the website, letterheads, business cards, etc. You could get a little creative and try one of these ways.
Your clients should know that you are moving and should have the new address with them. Let your vendors also know about the new address so that the deliveries are made correctly at the new place.
8) Schedule your move wisely
Plan your office move keeping in mind all your important client meetings and project deadlines. You don’t want to end up in a situation where you have client meetings when all the files, laptops and equipment are being unpacked. That would look very unprofessional. It’s also unfair to expect your staff to work efficiently in such an environment. Give everyone a minimum of 3 days just to settle in.
9) Use name cards to organize
Packing name cards can be inserted at multiple places in the boxes and movers can use the layout chart to appropriately place the items. You can also put name cards at the new office, helping the movers to place the boxes appropriately.
There can be a lot of factors you can consider for moving an office from one place to another, but at the very least, a thorough plan and good organization can make the move a hassle-free experience.
Looking to move your office? Get a FREE Quote from Universal Relocations today!