If you feel overwhelmed by the need to move an office full of workers and workstations, you are not alone. From getting your staff organized to deciding what kind of features go where and ensuring you don't lose business or fall behind on projects, saying office relocation is daunting is an understatement.
In addition to the logistics of moving, you need to tackle operational challenges (see examples). How will ensure work continues as every team member is trying to settle in the new location?
Which employees will you assign to oversee packing and unpacking?
We have been there, and that's why we have created this comprehensive office relocation checklist so that you don't have to fret about what goes where and instead focus on the important aspect- managing your business.
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Create an Office Relocation Budget
A relocation budget is vital to keeping track of the company's moving costs. A simple Google search will give you a wide array of office moving budget templates covering the essential expenses associated with moving a business.
A DIY approach is more cost-effective for smaller companies, but some important aspects are worth considering, especially if you are a larger organization. These include:
1. Full-service Movers- These are moving companies that specialize in office moves and will manage everything from packing to unpacking your equipment and furniture.
Such a mover will save time, protect your equipment and furniture from damage, and also prevent injuries to staff members. Visit 9kilo.com affordable movers to find reliable moving companies for your upcoming relocation.
2. Moving Insurance- This will cover the cost of damaged or lost items during the move. The last thing you want is incurring costs of lost items when you want to change locations.
Create an Office Relocation Checklist
If you run an SME, it is advisable to plan the move by creating a checklist at least 6 months prior to the big day. However, a big-scale office relocation checklist may take a few years to plan and implement. Ultimately, it is vital to create an office relocation checklist as soon as the move is signed and sealed.
That being said, here are the essential things to consider first:
1. Determine your completely new workplace relocation checklist. Hold a meeting with the staff, especially managers and leaders, to ensure you include every department's vital steps.
2. Assign someone the role ”moving coordinator”. He or she will be tasked with overseeing the whole company moving operation.
3. Work with the relocation coordinator to create teams that will be responsible for the various moving tasks.
4. Work with the coordinator to create a deadline for every task. However, have realistic expectations. Putting extra time to accommodate the unexpected delays and adjustments is vital for staying on schedule.
The relocation coordinator will be tasked with overseeing all the details as well as the competition of the office moving checklist. As such, you will want an individual with exceptional planning and organization skills.
You'll also want someone who excels at making split-second, intuitive decisions as challenges come up and can represent your company in the best light.
Pick Your Relocation Team
Depending on your management style, you may want to allow the relocation coordinator to assign every task of the move to the rest of the staff.
However, if you like a more hands-on approach, you can work with them closely to help pick the right staff members for the work. You can schedule a weekly meeting with the relocation team to make sure the project is on track.
When picking individuals for the moving team, keep in mind that they'll need to:
1. Decide the order in which to do the moving tasks
2. Refine the moving task list for each department
3. Assign responsibilities for every task in each department
4. Create and stick to the target completion dates
5. Work with the relocation coordinator to create deadlines for all tasks.
In order to complete the tasks mentioned above successfully, it is important to have people on the moving list comprehend workspace requirements, office technology, office security concerns, office desks models, workflow, and project management for their departments.
Tech-savvy team members will be vital to taking apart and safeguarding computers and other electronics during relocation.
Plan & Enforce Deadlines
Depending on where you are moving and the relocation circumstances, you might need additional time to have the new location ready. Ensure the relocation date and current lease termination coincide and with adequate time to prepare.
Keeping these considerations in mind, pick a relocation date with sufficient wiggle room if an unexpected event delays the move.
Lastly, reinforce the deadlines of the move checklist in weekly meetings. Posting a public calendar at the workplace is one great way of enforcing deadlines and holding your team accountable.
Contact Your Service Providers
It is also important to notify all your service providers about relocation. Some of the most important include:
-Subscription services such as newspapers, food delivery, paper, and office supply deliveries.
-Package delivery services such as FedEx, UPS, and Postal Service
-Utilities: You'll want to reach out to utility providers and ensure you have several days of overlap between the moving date and cut-off dates.
– Internet and telephone service providers: Ensure that all the information services are working before the technology department starts putting together the new location's workstations and network.
-Printing and marketing companies: You will need to order new business cards, promotional materials, and stationery that include your new location and address.
Install New Security Systems
Office relocation presents an excellent time to consider technology or security systems updates. If you want to get the most out of a security system, install a cloud-based access control system.
Leveraging the latest end-to-end technology will ensure only allowed members to access various departments while making it as easy as having a smartphone in their pocket.
Conclusion
Once you have completed planning your office relocation checklist, you will feel calmer and more organized. As the big day gets closer, you will be able to handle every detail, and within no time, every team member will be settled in the new office space.