Changing your office location is no easy feat. Whether you are upgrading or downsizing, the process can be taxing. But despite all that, your company can avoid serious work disruptions.
With enough preparation and the right mindset, an office move won’t be too difficult.
Following a few basic rules and perhaps seeking professional assistance for commercial removals can help guarantee a seamless transition for all those engaged.
1. Start preparations early
Though it sounds obvious that relocating an entire office takes time, companies often underestimate how long the process actually takes. Early planning allows you time to handle all the specifics surrounding relocation and, therefore, guarantees nothing is overlooked.
Starting with your ideal moving day, map out your relocation schedule backwards. Divide the work into more manageable tasks like utilities management, staff notifications, and new office security.
Make a checklist to assist you in remembering things and make sure everyone is aware of their responsibilities. This type of advance planning will ensure that there are no last-minute surprises during your move.
2. Use a commercial removals company
Professionals should handle the heavy lifting, even if you own a small company with limited furniture and equipment. Specialising in assisting corporations in relocation, commercial removal firms have the knowledge and tools to ensure the process runs stress-free and quickly.
Make sure the removal firm you choose has experience with workplace relocation. Search for one that provides extra services like packing, storage, and IT relocation.
Using a service like this guarantees the safe relocation of your office equipment and helps reduce unwanted downtime by acting quickly and effectively.
Professional removal companies frequently offer insurance, allowing you to rest easy in the event that something goes wrong during the move.
3. Communicate openly with your team
To minimise any uncertainty or concern, you should keep your team updated at every level of the process. Frequent updates on the state of the relocation, what to expect, and how it will impact their jobs can help ease the shock of the change.
Discuss important information in a meeting or by email, including when they should pack their personal belongings, clear their desks, what changes they could expect in the new office layout, and any changes to working hours.
Effective communication can help your staff to remain concentrated on their work by reducing stress and room for speculation.
4. Declutter before you move
Changing your work location presents the perfect opportunity to get organised. Over time, workplaces gather all kinds of things that have lost their value, from malfunctioning machinery to old records. Relocating these extra items not only wastes time but also raises your moving expenses.
Spend some time going through your workplace supplies, furnishings, tools, and even plants. Choose what ought to be sold, donated, kept, or recycled. Before the relocation, clear everything you don’t need to lighten the weight.
When you do this, you’re securing a neat and orderly office from the very beginning.
5. Protect your IT equipment
Backup all data before the relocation. Although expert movers will do all necessary care to safeguard your belongings, mishaps do happen sometimes. You can make sure no important information is lost during the move by completely backing up your servers and computers.
Your IT staff or commercial removalists can also help with equipment disconnecting, packing, and reconnecting. If you assign this to your IT staff, they can test and ensure that everything at the new site is set up properly (like phone and Internet lines) and working without a problem.
6. Create a layout plan for the new office
The arrangement of your new office will probably be what your staff members are most invested in. Take time to plan out the placement of desks, office furniture, meeting- and breakrooms to ensure that your new space is both comfortable and efficient.
Plan and discuss it way ahead of time. It’s a good idea to have the floor plan showing the locations of every department and staff member. Make sure departments that often work together are close to each other and that common things, like break areas and meeting rooms, are easy to get to. If you give the movers a detailed plan, they will be able to save time by putting the furniture and equipment in the right places. This will speed up the unpacking process.
7. Notify suppliers, customers, and service providers
Well before the day you move, let your clients, suppliers, and service providers know your new address. Postponing this could delay important supplies or disturb your company’s activities.
Tell the utility companies about the transfer to guarantee your new workplace has internet, water, and electricity ready to go.
Update your corporate address on your website, social media networks, and commercial listings. Tell your suppliers and clients about the relocation and the date you will be totally operational on the new site by email or hard-copy notices.
8. Plan for downtime, but minimise it
You probably will have some downtime during the relocation, regardless of how well you prepare. Still, the aim is to absolutely minimise this disturbance.
Staggering the relocation will help one to do this by letting some departments operate while others are on travel. You might, for instance, start non-essential departments early while important teams stay active until the latter stage of the relocation.
Another choice is to set up remote work wherever feasible. Should your staff members be able to work from home for a day or two during the change, this will help to reduce a lot of stress and avoid any significant disruptions to company operations.
9. Consider storage solutions
If you are downsizing and can’t take all of the office equipment with you from the very beginning, consider using storage facilities. Some commercial removals companies provide such, so speak with the one you’ve contracted.
If your new office doesn’t hold the space to fit all the things right away or if you wish to keep furniture or tools away until you’re absolutely settled, this can be of exceptional help.
From day one, storage might also be a terrific approach to organise the new office. Instead of jamming the new area with everything at once, you can progressively add objects in as needed.
10. Celebrate the successful move
Once the relocation is over, pause to honour your team’s effort and the effective changeover. Whether it’s a team-building activity, a laid-back lunch, or a little office gathering, appreciating the work that went into the relocation lets everyone unwind after the demanding process and helps to strengthen morale.
It also marks the beginning of a new chapter for your company. Accepting this fresh start at your new site might inspire your staff members and revitalise your company in its new surroundings.
Conclusion
Moving to a new workplace doesn’t have to be a disaster. Professional commercial removal companies can help, but so does careful planning and open communication.
All of this combines guarantees for a seamless transfer to your new office space. You can make your new office move go smoothly and quickly by being well-prepared, choosing the right movers, and making sure your staff is knowledgeable and ready.
