Office relocation can be a tricky endeavour, but if planned right it can be a seamless and mostly stress free project. The most important consideration is to move with minimal impact on workflow, while keeping your staff satisfied and ensuring that there is no loss of important infrastructure for your business. Starting your move early and following a smart check-list is the key to a successful relocation.
Before the move
Properly planning your move, delegating important tasks and creating a strategy for relocation should be your immediate priorities after finalising your new lease.
- Choose a coordinator. Choosing one of your employees with good organisation and people skills to coordinate the move will make the planning and deployment a lot easier. They should be responsible for managing the relocation and will be a central figure for preparation, questions and strategy.
- Keep your staff updated. Nothing is worse than an office that doesn’t know what is going on. Create a plan for how you will keep everyone informed and who will be responsible for sending out regular updates.
- Hire help. Moving an office is difficult, with a lot of sensitive information, big pieces of furniture and important digital infrastructure. Hiring a professional will help ensure that everything gets there in one piece in an efficient and timely manner. Just make sure to book them in early so that there are no surprises later down the line.
- Create a schedule. Setting dates for planning, packing and moving your office well in advance will allow you and your employees to think ahead on how to manage their workflow and help assist in a successful move.
Preparing for relocation
- Plan your space. Visit your new office and decide where everything is going to go, including storage areas, desks and individual offices.
- Finalise any documents that you might need for the move. Obtain any certificates, permissions and permits that you might need.
- Send out moving notices. There are a lot of people who will be affected by your move. Make sure that you inform your IT service providers, banks and mail institutions. It would also be important to let your clients and stakeholders know what is happening early so that they know to expect some impact on services and are prepared for it.
- Create a procedure. Make sure that everyone understands your packing procedures, including how to label items, where packed boxes should be stored and when they would be expected to help. Create a list of all boxes and furniture to ensure that everything gets to the new location.
- Designate areas of responsibility. There are a lot of things that can go under the radar in an office move. Areas like the kitchen, bathroom and communal zones might be forgotten if no one is designated to manage them.
The day of the move
- Organise the clean. Make sure that the old premises is properly cleaned, either by staff members or professional help.
- Have someone on site. Having someone on site who knows where everything is going to go is important to help guide the movers.
- Tick off items as they arrive. Use your list to tick off boxes and furniture as they arrive to ensure that nothing is forgotten in the move.
- Test your technology. Test your connectivity and systems to know that everything is working before work begins again.
- Welcome your staff to the new office. With the successful move make sure that you welcome your employees and thank everyone for their role in the relocation.