Moving office locations is one task that requires a great amount of preparation. This is mostly due to more appliances and equipment to be moved. Plus, there may be confidential information that could be compromised if the relocation is not done systematically.
So, the key here is to plan, plan and plan some more.
This is the perfect starting point for anything you want to accomplish in the most organised way possible. Meticulous planning helps ensure you have all the bases covered — from the typical activities involved in office relocation, to the issues that may arise — simply because life has a natural tendency to present surprises.
To help you plan and carry out office relocation like a boss, we have put together eight of the best tips you can follow.
1. Create a moving schedule for smaller tasks to be completed.
Place the moving schedule where all the company staff can easily see it. The moving schedule will organise the tasks listed below by informing everyone of what they need to be doing on certain dates and hours leading to the day of the relocation.
2. Inform your clients and business friends about the move.
You want to make sure that the people who either frequently or occasionally visit your headquarters, or contact your office, are informed about the relocation. Tell them when you will be moving and any new contact details.
It is imperative to keep them in the loop so, should they need to reach out to you, they will easily find you even when you have already changed business locations.
3. Provide updated contact information to relevant utility services.
You can leave a forwarding address or phone number to the new business that will be occupying the space your company is vacating, but it is always better to not burden them with that. Avoid being a hassle to other people or establishments.
Instead, set aside a day to make the necessary calls to your service providers and present them your new contact information. This way, you can avoid the possibility of missing bills, payments and notices because those were not sent to the right address.
4. Put key people in charge of inventory.
If you have a big office and there are several departments, give every department head the responsibility over all of the items they use. Ask them to create a list of these items as well as instructions on how to both dismantle and put things back in proper working order.
By doing that, when it’s time to unpack at the new office, everything and everybody can move like clockwork.
5. Establish a budget.
Relocation always comes at a cost. Determine how much money you will need to successfully finish the task with the help of professionals.
It is worth noting as well, that when you have established a budget, it will actually become easier to identify aspects of the move where you can save or spend a bit more for convenience.
6. Buy good quality packing materials.
For a company that is moving, it always helps to have a complete set of packaging materials to distribute to all people in the company.
This way, they will be able to take responsibility for the office materials they personally use. They can put their things in personal boxes and label them accordingly to prevent mix-ups during unpacking.
Also, the right packaging supplies will protect the quality of most items, especially during transport.
7. Hire a removal service.
A professional removal service is a must for an office relocation. They will not only help with the packing, they can also make sure that all the items being moved from the office to the truck, and from the truck to the new work location, will be taken care of.
A removal service will also help you stay on schedule. They already have an effective system of going about moving tasks, so the whole process can be done in a time-efficient manner.
Finding the right removal company for the job is not going to be easy, though. Every city offers several options and they are not created the same. So, get some expert tips on how to choose removalists to know the important criteria or qualities to keep an eye on.
Bonus tip: For high-quality service, always choose an AFRA-accredited company. The Australian Furniture Removers Association only accredits those removal companies that meet set criteria including having highly trained staff, a fleet of moving vehicles, all the necessary moving equipment, and much more.
8. Consider moving after-hours.
Choosing to move after-hours gets rid of a lot of time-wasting obstacles such as traffic and access restrictions to the new office building. If you want to have the new office ready much faster, an after-hours move is certainly worth considering.
A thoroughly organised office relocation can save your company money, effort and time. So, use the tips provided here and secure the benefits of a smooth office move. Request a relocation quote for your upcoming office relocation.