Top Office Relocation Tips
16 Top Office Relocation Tips
They say that moving is one of the most stressful things a person can do. We're not going to argue about that. What we would like to add is that if it is the relocation of an office or business, it is exponentially more stressful than a residential move. There are many more stakeholders and individuals to consider and there are generally a lot more at stake if things were to go wrong. Here are some office-relocation tips to keep top of mind to help you turn this mammoth project into a manageable experience and to help you guarantee a successful execution that does not leave you with grey hair:
- Plan, plan, plan. This might sound obvious, but the importance of proper planning cannot be stressed enough. Relocating a business is a very complex exercise and there are many aspects to consider and to balance with each other. Chances are that you will need more time and input to properly plan this move than you might realise. Also, do not hesitate to involve a professional in the planning phase – it might save you a lot of time, money, and headaches down the line.
- Inform your employees. Again, it might sound like an obvious thing to do but do this as soon as possible. Even if all the details are not yet known, pull your team into your confidence and keep them updated with any relevant information as it becomes available. This will make them feel part of the process and more likely to support the changes. It also gives them the opportunity to affect any changes from their side, since the move will also affect their lives. What’s more, if there are any team members for whom the move is too inconvenient, it gives them a chance to look for other opportunities and you enough time to look for a replacement if necessary.
- Meet with your IT team. As soon as you become aware that a relocation is on the cards, speak to your IT manager and/or team. For most offices, the IT system is the lifeline keeping the business operations moving along. Relocating the IT system is no small feat and it takes a lot of planning, backups, investment and, most importantly, time to execute this part of the relocation successfully. The more time you give them, the more grateful they will be and the bigger your chances of success are.
- Meet with your building manager. If your office is in a building or a complex with a building manager, meet with them as soon as possible. They will be able to inform you of all the requirements that are expected of you when you exit the premises. The sooner you know about these requirements, the better you can plan and the less it will potentially cost you.
- Get in touch with the building manager at your new premises. As soon as you know where you are moving, meet with the building manager of your new location to discuss requirements, what is allowed and not allowed, and which responsibilities lie with them and with you, so that you can start planning for the successful arrival and settling in of your business in your new location.
- Start looking for a reliable office-relocation company. Now that you are aware of what needs to be done at your premises, you have notified your team and your IT department, and you know what the situation on the other end is that you need to deal with, it is time to start looking for a reliable, professional moving company to assist you with your relocation. While an experienced service provider should be able to help you plan the move, it does help to know the above information in order to help the removal company create an accurate quote for you based on the specific needs of your business.
- Make sure there is a dedicated project manager in charge of the relocation. Because the relocation of an office is such a complex project with so many facets to consider and tasks to orchestrate, you want to make sure that you appoint a dedicated person or team to head this process. This will help avoid miscommunications and oversights that might possibly derail the move or lead to costly compensations later in the process. An experienced, professional moving company should ideally provide a dedicated project manager from their side as well as a single point of contact to help simplify the process.
- Remember the importance of workspace planning. Before you start packing, spend some time planning the space available at your new premises. Proper, considered spatial planning is vital for offices to ensure the optimal performance of the team. In addition, you may realise that you need to replace your furniture, get more furniture, or put some of your items or filing into storage. Once again, it pays to involve a professional to ensure the best results.
- Identify the packing services you need. Yes, you can ask your employees to do the packing but this is not really very effective. First of all, they are not professional packers and might inadvertently damage some items. Second, you pay them to perform a specific role in your company. Taking them away from that role for packing is not very cost-effective. Third, you probably want them to hit the ground running on the other side rather than spend their time unpacking to minimise the disruption to your business operations. You also need to consider things like appropriate packing materials and whether any filing requires sequential packing and unpacking.
- Disassembling and reassembling of office furniture saves time and money. Similar to the point above, you may want to consider getting a removal company that can safely disassemble your office furniture for easier transport and reassemble it for you on the other side. This might help to actually speed up the process and reduce your transport requirements due to the fact that the disassembled furniture takes up less space.
- Have you thought about rigging services? Does any of the items to be moved require rigging? This is usually applicable when there are equipment, furniture, or installations that are really heavy, very large, or awkwardly shaped, and/or not located on the ground floor, and/or cannot be carried down the stairs or moved via the lifts. This will need special equipment and expertise, so if this service is necessary, make sure you approach a removal company that can deliver this.
- The need for specialised vehicles. The transportation of your goods is very important. Without due care, a lot of damage can be inflicted during the process of loading and offloading, as well as on the road. Avoid this by employing a removal company that has its own fleet of vehicles that are fit for purpose. This includes having tail lifts for the loading and offloading, air suspension for the safe transport of your goods, and tracking devices for security purposes.
- Fine-art relocation is a specialised service. If your business owns any fine art, this will require special care to relocate. Valuable art must be protected at all costs, as the smallest scratch, dent, or chip can diminish its value. Proper fine-art relocation includes special crates or packaging, as well as careful handling and transportation.
- Have you thought about the need for storage facilities? Office relocations often also require the services of storage facilities to store some of your items during the relocation, office furniture or files that will not fit your new premises, or items that are not needed at the moment. Certain office-removal companies offer secure storage facilities as part of their service, which means you do not have to involve yet another service provider.
- Make sure you are properly insured. Check with your insurance, as well as the insurance provided by the removal company. Accidents do happen, and while it is best to avoid these through proper planning, you want to be fully covered if things do go wrong.
- Get a quote. When you choose a removal company, make sure you discuss your needs in detail to enable them to provide you with an accurate quote. This will help you plan your business expenses and avoid unforeseen costs.
Elliott Afrovan is a leading office-removal company that offers all the services listed above. Contact us to discuss your office relocation needs and let us provide you with a quote for your next office move.