Moving offices is a full-time job in and of itself, especially if you’re a large corporation with a large number of people to manage. This blog will walk you through 9 measures you can take to ensure your workplace transfer goes as smoothly as possible.
- Create a Checklist and a Timeline
Start by arranging your thoughts on what needs to happen in order of significance on your excel sheet or word doc. Begin by noting items that must be completed immediately and go to ones that can wait. When you write each item, provide a completion date so you can hold yourself/others accountable for when each thing should be finished. Working backward is sometimes easier. Make sure your timeline coincides with the timeframes of your staff so that they are prepared for the shift. If you have a move-out date, write it down and work backward to when you need to get things done. If you don’t have a precise date in mind, make a list of the first steps you want and need to take.
- Locate a Moving Company
After you’ve created your checklist/timeline, choose which office moving business best suits your requirements. Consider the size of your organization and the number of workers. You want a business large enough to handle all of your things. Check to see if the firm you desire is close to your old or new office. This makes traveling easier for everyone. When calling a moving business, it’s critical to inquire about how many moves they’ve completed in the past, how many staff will handle your moving needs, the cost, and, most crucially, their timeframe. You should also ensure that the organization you are employing has full-time workers rather than one-time contractors. You must ensure that their timetable corresponds to the time you have available to relocate to your new workplace. Inquire with the moving company about how long it takes them to transfer your items and whether they provide packers. Once you have answers to all of your inquiries, you can decide if this is the office moving company for you!
- Employ Professional Packers for Your Office Relocation
Once you’ve decided on an office relocation business, it’s time to start looking for office packers. Skip this step if your moving company provides expert packing! Before you start phoning packing businesses, consider whether your company actually requires packers. Are you bringing all of your furniture? Or are you going to sell it and acquire new office furniture? Determine how much you need to carry. It is better to employ packers if you are moving all of your possessions to your new office. It is more efficient for you as a business to get your office ready quickly and employ someone to perform all of the heavy work for you. This way, your workplace will be ready in plenty of time for your customers. You also don’t have to worry about packing too long ahead of time and then being unable to find what you need.
- Design a New Office Layout
Consider your upcoming relocation to a new workplace. Do you want to keep the same design or change it up? If you’re planning to rearrange where displays/desks are located or where your staff will sit, you should have a strategy in place. You don’t want to go into your new office and have no idea where to put anything. Make a blueprint/layout for your office. It is essential to sketch out where you want workstations to be placed and what role you want the offices to serve. Do you want the offices to be converted into conference rooms, or do you want a manager to have office space? Before you relocate, you should consider what you want to do with your new surroundings. It’s also critical to explain your new office floor plan to your moving/packing team as well as your workers so that everyone knows where to sit and the movers know where to put everything on the big day.
- Plan Your Move
Start thinking about how you want to box up your personal stuff in your drawers, etc. when you select your professional packers or choose an alternate packing solution. The ideal method is to package your belongings and label them all with a label maker. For example, ask all of your employees to pack up their belongings in their drawers and identify the boxes with your name. Personal objects from your conference rooms, such as picture frames/notepads, should be boxed up and labeled “conference room” so that when the movers arrive to relocate your items, they know where to put them in the new office.
It’s also a good idea to make seating plans for your new workplace move. Label the tables and conference rooms at the new workplace so that your movers know where everything goes. For example, if you have an employee called Tom, you may put his name on both his new desk at the new workplace and the box he packed. When the movers arrive, they may place Tom’s stuff on his desk, saving him the trouble of searching among a pile of other boxes.
- Create A Communication Strategy
Make sure you inform your employees/customers that you are moving. If you’re a retailer, you’ll want to let your consumers know about your new location months in advance so you don’t lose your current clientele. It is critical to post on social media and update your Google listing so that people can locate you on the map with your new location. People will end up traveling to your old office if you do not update your Google Maps listing, and they may become upset if your new office is far away. You don’t want to go out of business!
Internal communication is equally important for your workplace relocation. Make sure your staff understand what efforts will be done to prepare for the transfer, such as packing and labeling their possessions. You also want your staff to begin communicating with their clients and informing them that they will be relocating to a new site. If you have distant clients or customers, send them an email informing them that you will be sluggish to answer due to your new office relocation. Once you’ve established a strategy, you’ll want everyone, both internal and external, to be on the same page to ensure that it fits and satisfies everyone’s needs. For example, you might want to ensure that your workers’ personal items are packed on time.
- Meet your vendors in person.
After the first email and phone discussion, it’s critical to meet with your vendors in person to avoid back and forth email communication. Communication is simplified with Move Solutions. Their account managers will take you and your workers through the whole process! This also contributes to the development of trust and a connection. If someone is going to be handling your belongings, you should establish trust so that you are not apprehensive and concerned about whether they are doing a good job. Meet with your vendors and invite them to your workplace to show them everything you need to relocate so they can estimate how long it will take. This allows you to meet the team and get a sense of how they operate. This also eliminates the need for back and forth emails, and a few queries and answers may be settled during this meet and greet.
- Delegate Tasks
Give your employees/movers and packers the checklist you created to ensure the entire crew is on the same page as you for your workplace move. Every time you meet or communicate on the phone with your internal/external team, you must have a documented communication document. This avoids any uncertainty or misinterpretation and resolves any difficulties on the spot. Assign checklist tasks to the appropriate teams (employees/packers/movers). This manner, everyone is there to assist along the route, ensuring that the workplace transfer goes as smoothly as possible.
- Carrying Out Your Office Relocation
Prepare for a phone or in-person meeting with your teams before the big move. Email communication may be perplexing at times. A face-to-face meeting is vital for answering any queries your staff may have straight away. Schedule a meeting a few days before the big relocation. Also, make certain that your personnel label all of their boxes. Examine your blueprint; does it correspond to the design of your new office? Make sure to go through the plan with all of the teams so there are no surprises on the day of the relocation. Ensure that you are present for the actual movement and execution, and that everyone arrives on time. Before your movers leave, double-check that the furniture fits the drawings and ask your staff whether everything was properly installed. The more eyes on the move you have, the better. You don’t want anything to go wrong during this important period of corporate expansion. Move Solutions also does a final clean up, so you don’t have to waste time patching up holes in the wall paint and vacuuming.
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