An office move requires advanced planning to prevent costly downtime. There are many aspects to consider when moving offices. Employees need to be aware in advance for them to individually plan and organize their documents, files and other equipment that need to be transported to the new office.
The timing of each equipment is also very important. If employees are in their new location without personal computers or printers, they are losing time at work.
Commercial moves can impact ongoing projects. It is vital to ensure employees are engaged in the planning and move process to enable them to effectively manage their workload around the move days.
Without proper planning, a commercial move can be very stressful. To avoid this, here are five important tips to consider if you are in-charge of an office move:
1. Early Planning
Organization and planning are key. Begin with a preliminary list with all the tasks for the move and an estimated timeline when each task should be undertaken. Advanced planning prevents stress, disorganization and overlooking important details. With 3 to 6 months to prepare, you can make a list of all the items that need to be moved and the items to be recycled, disposed or donated. It is good to involve employees early on with the move plans and to encourage them to sort all the items they require for the move. By each employee sorting their own items, you can save a lot of time in preparation.
2. Recycle and Renew
A move provides an opportunity to review all systems that are outdated and should be replaced with newer advanced models. This applies to furniture, equipment and tools as well. The new office location can be planned in a way to increase productivity at work. Measure the new office layout and make a list of all the equipment from the old office that will fit within the new floorplan.
3. Essential and Non-essentials
Trying to maintain a consistent workflow with no interruptions during a move can be hard when essential items, stationery and equipment are being transported. The best way to deal with this situation is to start with all non-essential items first and see if you can temporarily accommodate essential items for staff until the actuals arrive at the office. Equipment and items that are required for daily operations should be moved closer or on the scheduled move date.
4. Move in Phases
An important action is to plan the timing of the move. By phasing the move to the new location, you can avoid huge amounts of work, coordination and losing productivity. Connections within the office environment need to be ready before the move. This should be the priority to ensure that as equipment and technology are installed, they can immediately be plugged in and operated. There will be equipment and items that need to be installed earlier before staff relocate. This way staff have all the equipment and tools in place when they move to the new location.
5. Commercial Movers
You need to seek expert services from commercial movers as they will help you plan every detail. A reputable commercial mover will have the experience, resources, packing supplies, manpower and insurances in place to support the relocation plan. There are so many movers to choose from. You should look for a company that can serve all your relocation needs from planning to packing, organization, transportation and set-up. Select a company that is flexible and are willing to work according to your organization’s planned schedule. Most importantly, you want to work with a commercial mover than ensures all expensive office equipment are handled with care and delivered to the office in good condition.