DIY or Expert Office Moves
Sooner or later, almost everyone will have been involved in one or more office moves, either as a business owner, senior manager or employee. Any type of move ranks quite high on the list of life’s stresses, although it is usually higher when a household is to be relocated, since home is very much an integral part of a person’s comfort zone and sanctuary.
This does not mean that office moves are stress free at all, that is unless one engages a specialised company who has the knowledge, experience, infrastructure and logistic capability to take care of the hardest part of moving. Our company has been successfully involved in this selfsame relocation business for enough years to be aware of all the pitfalls of DIY business moves.
Lots to Consider
However, if you are thinking of taking the DIY route, there are a number of factors of which you should be aware, before making a final decision to go ahead on your own. The very first time that you occupy office space when you start up a business, is the least complicated move that you will make, since you’ll either only have a few items to transfer, or you’ll buy new furniture and equipment, which will be delivered by the suppliers.
Remember that there’s far more to relocating an established office or factory than getting somewhat reluctant staff members to pack up a few cartons, unplug phones, computers and electronic equipment, and hiring a few trucks or bakkies to convey documents and furniture and then offload the whole lot on the other side.
Be Clear and Communicate
Before you initiate the process, be very clear in your own mind about why the move is necessary. You may be upgrading, downsizing or the neighbourhood may have become unsafe or unsuitable. Consider all relevant factors pertinent to the area to which you want to move. Have you established a budget for everything?
Don’t forget to budget for in transit insurance, repairs and cleaning at the old premises, a deposit at the new, the layout and design costs, money to have specialised IT and telecommunication systems dismantled and reinstalled, and the cost of printed stationery with new information, especially business cards.
Once you have located new premises, negotiated all aspects of occupancy with the new building’s owners and have done likewise regarding termination at the premises you’re leaving – including dates – it’s time to communicate the news to your staff members. Keep in mind that such change affects them too, both in their work and in their personal lives, particularly if they have to travel further to their new offices.
Ensure that you appoint competent key people to help you manage and coordinate the relocation, and that they and you regularly meet and communicate with employees. Include progress reports in communications.
It’s also a great time to rid your company of superfluous furniture and unnecessary or unused equipment. Sell or give away whatever you don’t and won’t require. Make a detailed inventory of all furniture and electronic equipment, room by room or space by space.
Plan and Plan Properly
Every step and phase of the relocation should be sequentially planned for, if you want to avoid chaos and unnecessary downtime, which is guaranteed to be costly. The smoother the move, the sooner you’ll be able to resume normal business and the less the relocation will cost you. Planning should commence as soon as dates are confirmed.
- • Inform vendors, employees, stakeholders, providers of utilities and services, banks and associates about the office move, dates, new address and as from when your company will be operational again. They’d definitely appreciate a map of the new location too.
- • Arrange for payment of deposits and connection fees for utilities, as well as dates by which connections are to take place.
- • Ensure that employees have a schedule according to which they pack and that they have sufficient sturdy packing materials, which should be labelled, once filled.
- • Make certain that refreshments are available for you employees involved in the transfer – they’ll need them.
- • If you’re hiring vehicles, ensure that they’re roadworthy and reliable, likewise the drivers. Open vehicles offer no protection from inclement weather conditions for your possessions.
- • Check that any additional labourers that you hire to help carry goods are able to understand and carry out instructions effectively, since they’re unlikely to be experienced furniture movers.
Or Leave it to the Experts
Alternatively, we’ll take the sweat and tears out of your next relocation, leaving you and your employees stress-free, able to concentrate on your core business activities, whilst we focus on ours – smooth, efficient, reliable office moves.