Moving offices or businesses to a new location can be an extremely stressful and daunting experience. This is because office relocation often results in major disruption in work at least until the employees adjust to the new space and settings. To best way to minimize this disruption and ensure that the new office space is up and running in no time, most people choose to hire the services of professional moving companies.
This ensures the safe relocation of all their equipment, documents, furniture, and other items to the new location.
However, to make the moving process more efficient and streamlined it is advisable to adhere to an office moving checklist.
People moving their offices can request their professional moving company to provide them with the office moving checklist or they can find it online.
Given below is a typical office relocation checklist that can help people plan their move more efficiently to the new office location.
Before you commence the process of moving your old office, you need to choose new premises. It is important to consider the business prospects as well as employee needs while choosing the new office location. You also need to factor in things like ease of accessibility of the new office, availability of basic facilities and amenities, and the security system in place before finalizing the location. A property manager can help in doing this task effectively.
Once the new office location has been finalized, the next step is to set a timeline for the move. You can start by choosing an appropriate moving date to ensure better management of time and resources. A moving team can be hired to ensure smooth office moving.
The choice of the date depends on various factors such as the size of the office, the conditions specified in the current lease, the impact on business operations, and the need to complete any specific tasks in the current office before the move.
Having decided on the timeline, it is important to inform the employees about the upcoming move and seek their assistance in the same. However, rather than getting the entire team involved randomly, it is better to assign specific tasks to individual team members. This will help in making the relocation process more streamlined while also ensuring that all the major tasks are handled effortlessly. Don’t be surprised if some of your employees exhibit skills that are at par with professional movers.
Creating an inventory of everything that needs to be moved to the new office address is extremely helpful. It should include details of office equipment, office supplies, office furniture as well as any personal belongings of employees or even a business partner. Taking stock of office inventory in such a detailed manner helps you to gain a better understanding of the big-picture logistics you would need to arrange for transporting the goods safely.
To ensure a hassle-free office move, it is important to plan the interiors of the new office space well in advance. For this, you should acquire a detailed floor plan to get a clear idea of the new office layout. You may then hire the services of an interior designer to create an office layout that maximizes the comfort and efficiency of your employees. It is advisable to design the new office premises to be at par with your current office to make the employees feel at home in the new place.
Informing every client and business partner and stakeholder about the office moving decision well ahead of time is extremely important. It enables them to update records and schedule deliveries and future meetings as per the new address. You need to make sure that the new office address is communicated to them along with the date and time from which it will become active. You may even consider the idea of appointing a point person for handling any inquiries from your stakeholders about office relocation.
Data theft is a major issue during office relocations, which is why you should put your IT department to the task of avoiding the same. The security of all IT systems should be exclusively handled by the in-house IT team or a professional security company. The planning process of data security should be kept confidential and the entire office should follow the instructions of the people responsible for the task.
In the moving week, you need to make sure that the office infrastructure is in place. Contact the building management to gain access codes and seek permission for setting up closed-circuit television systems, phone systems, and phone lines, and the safe delivery of new furniture. Hire the services of utility companies to lay down telephone lines, electricity connections, plumbing, and other such tasks. Finally, hire cleaning services to make the office ready to move in.
Following the above office moving checklist helps in simplifying the task of both the planning team and moving teams, ensuring stress-free office relocation to the new office space. The office movers are available at different prices so choose according to your moving budget.
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