Things to Do Before an Office Move
There is nothing easy or simple about moving an office. It is a daunting task and many factors need to be considered such as relocation of employees, moving of expensive electronic equipment, machinery (if any), and so on.
A lot of planning and preparations are required for a smooth and hassle-free office move as it can affect your business. However, relocating an office can be broken down into simple tasks to make your move smooth and easy.
Here are the 11 best things you can do before an office move.
1. Sort the items that need to be moved, stored, and discarded
One of the main tasks is to sort the items in your office and decide which items need to be moved, which need to be stored, and which need to be discarded. This will enable you to stay organized and remove unnecessary items. It will also give you an estimate of the number of items to be moved to the new office. Sorting and organizing your items will save you a lot of time during the actual move.
2. Involve all stakeholders and form a detailed move plan
Ensure that all stakeholders are informed about the relocation. Your stakeholders may include board members, department heads, staff, as well as your partners and customers. Make a detailed plan about the move and engage all your stakeholders in the process. You can send a detailed email, create a newsletter, or have a town hall to inform the stakeholders. Keeping the stakeholders will help avoid any complications in the future.
3. Identify tasks to be completed
There are numerous tasks to be completed before relocating an office. It is vital to identify these tasks and complete them before moving to the new office. This can be a challenging task, but it can be accomplished by breaking down all the details. You can create a list of tasks that need to be completed and work your way through the list until you complete all the tasks.
4. Identify vendors and moving crew involved in the relocation process
Moving a business involves hiring a professional moving crew to move pack and move all the items in your business. It is recommended that you investigate the moving company and gather all the necessary information for the safety of your business. You can speak to the mover’s previous customers and go through their client testimonials to get the required information. Read this definitive guide on How to Select the Best Office Moving Packers and Movers.
You may also require to change/relocate the Internet, telephone, or any other service you have leased out. Contact and update your current vendors about the move and check if they can continue their services in your new office. If not, you will have to determine new vendors for all the important services.
5. Arrange insurance
It is vital that you arrange for moving or relocation insurance when moving your business to a new location. Moving or relocation insurance ensures the safety of your goods in transit or in storage. You can encounter any unexpected situations such as accidents, damages, theft, natural disasters, fire, etc. You could also encounter property damage when moving out or moving in. Hence having insurance will ensure that your items and properties are protected or you are reimbursed in case of an unseen calamity.
6. Dismantle all items before the move
Another important task before moving your office is to disengage or dismantle items such as computer systems, phones, security cameras, etc. from their ports or servers. This will help move the items securely to the new location. It will save you a lot of time and the moving company can easily pack and move these items. It will also ensure that all the items are dismantled properly without any damage.
7. Prepare checklist for new office facility
When you decide to move your office, you must always prepare a checklist for the new facility to ensure it has everything you and your employees need. Your checklist can include items such as enough work stations, parking space, security, bathrooms, cafes or canteens, power sockets, and charging points, etc.
You can also check if the new facility is accessible via public transport such as bus service, metro, or local trains. Another important factor you should consider while preparing a checklist is the scope for future growth in terms of staff members and employees. You must check if the new premise has the capacity to accommodate new employees that you may hire in the future.
8. Set up a move team with members from each department
Form a moving team by involving team members from each department. You can ask for volunteers from each team to form a move committee. This team can help you organize and plan the move. They can also help other employees with the transition. You can ask the committee to review tasks and take necessary actions. Setting up a moving committee will reduce your burden and you can focus on other things that need to be taken care of before, during, and after the move.
9. Share move plan with all employees
Communicate with your employees and share the move plan with them. Open communication with your staff will make you aware if there are any issues faced by your employees by the move. Explain in detail to your employees the reasons behind the move. Give them a clear idea about how the move will affect them and the business, and how they will benefit from it. There might be certain issues or problems your staff may have about the move. Sharing the move plans with them will help address these issues.
10. Have a backup plan
It is difficult to predict if an office move will be a hundred percent effective and successful. It is a daunting task and even with proper planning, many things can go wrong for numerous reasons. It is vital that you have a backup plan, especially if you have a large number of employees in your office. This will ensure that you are prepared in the face of a crisis and also ensure the safety of your business and employees.
11. Take photos of new office
Finally, take photos of the new office before you move in. Once all the things are moved and fixed up in the new place, it will be difficult to get an idea about the condition of the place. Taking photographs before moving will give you evidence about the facility’s condition and check if anything is damaged. If you face any issues, you can let your landlord know (if it is rented office space) and take the necessary actions. It will also come in handy if you decide to move from this facility in the future. You can compare the condition of the facility with your prior photographs and fix any damage that might have been caused.
Moving an office is not an easy task and cannot be achieved overnight. It requires weeks of planning and organizing for an office move to be successful. There are many things to be considered before moving to an office. If you follow the tips mentioned in this article, your transition to a new facility will be smooth and stress-free.
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