Need to Move an Entire Office? Follow These Steps

When approaching any task that seems insurmountable at first, you break it down into logical and manageable steps. This way, you not only make the impossible possible, but you also set yourself up for success. This piece of advice is, without a doubt, essential when you need to move an entire office. Because let’s be honest, there are few tasks as mammoth and daunting as relocating a business. There are a million things to juggle all at once – from packing to managing your team during this tumultuous time, keeping your business running, informing clients and suppliers, keeping an eye on the budget, liaising with building managers, ensuring connectivity and s smooth digital transition… the list goes on and on.

So, where do you start? How do you ensure that everything runs smoothly with as little disruption to your business as possible? And how do you do all of this without forgetting about something or dropping a ball somewhere?

Not to worry, the leading office removals company Elliott Afrovan is here to help you wrap your head around this immense project. We’ve broken down the process into manageable steps to help you approach your office relocation with confidence.

office furniture in boxes

The process can be divided into four main categories:

  1. Planning
  2. Communication
  3. Preparation
  4. Execution

Now let’s break it down…

Planning

  • Lists are your friend

Every success story starts with a plan. When it comes to moving an entire office, we cannot emphasise the importance of planning enough. There are simply too many moving parts (pardon the pun) to play it by ear and to leave the rest up to chance. If you fail to plan you run the risk of disrupting your business for much longer than viable and losing a significant amount of revenue.

Make use of whatever means suit your best – whether you prefer task lists, spreadsheets, checklists, digital apps… But also make sure that this part of the process does not trip you up. You won’t sit down and complete a comprehensive list in one go. Approach this as a work in progress. Add as much as you can and continue adding as you think of more things. Online lists may help guide you but remember that each office is unique.

Now that you have a “starter list”, you can start expanding on some of the tasks and prioritise them. What needs to happen first? Next, you can start to identify the steps necessary to complete that task.

This step will also include the creation of a timeline, as there needs to be clear guidance regarding what needs to happen when. Finally, it will also cover your budget. A set budget is vital, as this will help you to prioritise, stick to the timeline, and save you from overspending, as relocating can become very expensive very quickly when not monitored properly.

  • Identify team/project leaders

Now that you have a task list, it should be easy to allocate the person or people responsible for the various actions required. Choose team leaders who you can trust to deliver and assign certain aspects of the move to them. Delegation is key.

  • Book an office removals company

Your list should also give you a rough idea of the scope of your move and the services you’ll need. Armed with this information, you want to find an office removal company as early as possible. Service providers get booked up well in advance, and you certainly don’t want to be left stranded on moving day. As a trusted and experienced moving company, Elliott Afrovan should be top of your list. Not only do they have the expertise and the equipment needed for a smooth move, but they also provide a dedicated project manager to help you manage your move.

  • Space planning

Space planning plays a vital role in the productivity and profitability of a business. It will also affect your office relocation, as it will inform you of which of your current furniture can and should be moved, what needs to be discarded, and whether you need to budget and place your orders for new furniture and equipment.

Communication

A plan is worth very little if no-one knows about it. Proper communication is just as important as having a good plan. Make sure you inform all of your stakeholders of the impending move, the timelines, and what to expect. These groups include:

  • Your employees

Start here. Nobody wants to find out that their job is relocating from a third party. Make sure you communicate the new location, the plan of action and the timeline. Get your team excited about the new possibilities and get them on board – you’ll need their commitment.

Also make sure you meet with the various departments to explain what is required of each of them, and to get their input on what needs to be done and what is required. This is especially pertinent to the IT team. Your IT manager needs as much warning as possible to prepare for the move.

  • Your clients

Warn your clients well in advance of your new address, as well as any potential disruption in your business. If necessary, invest in advertising to announce your new location to the public.

  • Suppliers

Make sure your suppliers are aware of your new delivery or service address, as well as when this change will happen. If the relocation will require a pause in supply, let them know.

  • Building manager

Liaise with your building manager to let them know that you are planning to move, to make any necessary arrangements for access for the moving company, and to find out what responsibilities you have upon leaving your current premises.

Preparation

Now, to get ready for the big day. If you partner with a professional office relocation company like Elliott Afrovan, they will have the ability and capacity to take care of many of the practical arrangements, such as sourcing adequate, quality packing material.

They also offer packing and unpacking services, including sequential packing and unpacking of files, saving you vast amounts of time and money (considering that your team will have to do it otherwise during work hours).

You also have to accommodate the relocation of special items. Once again, Elliott Afrovan can assist with this. Their specialised services include:

  • IT relocation

Elliott Afrovan boasts IT and office relocation centres in all major centres throughout South Africa. Their highly specialised teams are adept in the safe and effective handling and transportation of IT systems. A dedicated central contact project manager will liaise with your IT and/or facilities manager to make sure the move is executed according to your requirements. Furthermore, Elliott Afrovan uses its own fleet – not an outsourced service. All vehicles are equipped with air suspension and tail lifts to ensure the most delicate handling and transportation of your sensitive IT systems.

  • Fine art relocation

Relocating fine art is, well, an art. It requires special custom packaging, exceptionally careful handling, and sufficient security. Again, you can count on Elliott Afrovan to deliver all the necessary skills. They will take care of the packaging, and all their vehicles are fitted with tracking devices to ensure the security of your valuable consignments.

  • Rigging services

Have you considered how easy it is to access or move all of your equipment and furniture? Heavy equipment, or large pieces of furniture that is not on the ground floor and cannot be disassembled, may need rigging when it comes to removal day. Not every moving company offers these services, but you can count on Elliott Afrovan to take care of it, quickly and efficiently.

Execution

If your planning and preparation were thorough, and you’ve partnered with Elliott Afrovan for your office removal, then the actual day of the move should be stress-free and easy. Make sure everybody has the necessary contact numbers to stay in touch and report any emergencies. Keep up communication during the day, and everything should be taken care of without a hitch.

Are You Ready to Tackle Your Relocation?

If you need to move an entire office, there is only one moving company you need to contact: Elliott Afrovan. Get in touch with their wonderful team to discuss your needs and let them guide you through the process. They will arrange a meeting when possible to determine the scope of the job and to recommend any services that need to be added. They will then create a detailed quote for you to accept. That’s it, your company will soon be on the move!