Office Relocation Tips To Make Your Business Relocation a Breeze
Your growing business needs more space, but making a major transition can be hectic. Mistakes during an office move can cost you, and downtime reduces your productivity. Smooth out the tough moments of your business move and get back to your normal work schedule with these tips.
Designate a move leader
A relocation coordinator will take the burden of managing this project and will ensure that you can focus on running your business. Appoint a member of your leadership team to oversee the move. This person must have excellent project and team management skills.
Your relocation coordinator:
- Develops your moving schedule, calendar and checklist
- Schedule and assign relocation-related tasks to your staff
- Communicates with the moving team, the moving company and real estate agents
- Coordinates work between your staff and your contractors
- Planning deliveries of new equipment
- Fixes problems as soon as they arise
• Hold weekly meetings to discuss progress and send regular updates to the rest of your staff.
Plan maps, strategies and schemes
Immediately draw up a moving schedule. This essential element organizes all related tasks and defines deadlines for completion. Depending on how complex your business needs are, you may need a year to organize and complete your move. So start planning early.
Get the layout of the new office and make several rough sketches of how you want to place your furniture and equipment. You can even make cardboard cutouts and move them around the office plans until you get the perfect fit. Consider the workflow and try to create a productive space.
Consider the order of the move. Make a strategy around your critical equipment, but during the actual move, start lifting and transferring your non-essentials first. This technique will minimize your downtime and clean up the clutter so it's easier to move critical items with fewer complications.
Hire a professional moving company
Commercial movers specialize in office removals. They have the equipment, supplies, people and experience to quickly complete your office move. Movers often save their clients money by reducing the amount of rework.
There are different service levels:
• Basic Transport - The movers load their truck with your boxes and furniture.
• Partially Packed - Movers provide labor to pack and pack specific items for you.
• Full Service - The relocation team carries out all packing and relocation activities for the entire office.
A few weeks before the event, you will meet with the moving company's representative to plan the transition. This walkthrough is your chance to wrap up details and ask questions.
Some movers use color-coded labels to mark items. Others have more advanced barcodes and tags. They may also require your staff to pack their personal belongings and desks in the appropriate containers. Make sure you understand special instructions and how to explain those instructions to your team.
Contact a commercial moving company to request a quote as soon as possible. Make sure you make a commitment to work at least two months before your move, but you must start getting quotes at least six months before your move date. Verify the licenses of each move and only hire a reputable company. Also ask about available insurance options. Most have basic liability insurance, but this coverage only protects the movers from their business-related incidents.
Purchase additional coverage for your expensive and critical items to protect against movement-related damage and loss. Full coverage is the best option, but the more limited release insurance has a lower premium. Ask if your relocation insurance policy protects against loss of productivity from damage to mission-critical equipment.
Notifications and Transfer Services
Changing your business address is much more complex than changing a residential address. More people are involved.
• Create a list of contacts and check that each notification received:
• Inform your vendors, suppliers and service providers
• Update creditors, banks and insurance companies.
• Print new company letterhead, business cards, and marketing materials
• Change your address on all websites and social media accounts
Also contact your customers to let them know about your new location. You can even take this opportunity to reaffirm relationships and market your business.
Leave email forwarding information at your old office. Please contact your contacts within 30 days of the move to avoid interruptions in the supply of essential materials.
Prioritize your IT department
Many office relocations falter when managers fail to consider the complexity of relocating the IT department. Involve your IT team from the outset in the planning and carefully consider their input.
Transfer your phone and internet services before attempting to move your computer hardware. Try to complete the work of transferring and setting up the equipment over a weekend or evening. Make sure you have a clear idea of how long a service outage can take before you unplug one of your critical data and communications systems.
Your new start
During your move, take the opportunity to update processes and clean up clutter. As you settle into your new environment, you will be glad you left wasteful habits behind.
And finally, enjoy your new office.
Sunrise Movers and Packers in Dubai is happy to help you navigate the complexities of your upcoming business move. As a licensed and insured office mover in all over the UAE, we provide commercial relocation services to all five boroughs as well as nationwide. Call now for a free moving quote!
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