What You Need to Know Before Moving
Are you planning to move offices? Have you considered how prepared you are to carry out this important task? Well, this moving guide will help you answer important questions to successfully moving your office.
Moving offices might not sound like a big deal, but it is a very tasking process that needs you to be quite detailed in your planning. It is also not a one person job. It needs a team and experts from different department of your office. Planning for office furniture such as office tables and ergonomic office chairs, need their input to cater for everybody’s needs.
The moving process involves more than shifting stuff from one office to another. It also determines how suitable your next office will be for you and your colleagues, your past, current, and future clients, your suppliers, and your financiers. Since the moving process includes choosing a new office location it therefore impacts on the image your office will project once you move. Without proper planning, the whole process might turn out to be a disaster. This guide will, therefore, guide you to make sure the outcome of the moving process surpasses the expectation of all stakeholders.
Picking your new premises needs time and consideration to make sure that the new premises will meet your current and future needs. The first step as the moving manager is to set a deadline and a timetable for moving. That enables you to focus on the task in a timely fashion. You should give yourself at least three months to find a modest office. If you need to move to a bigger office, then you may need up 18 months.
Bigger offices are hard to find because of the free space they need at once. Some may need to occupy multiple floors, and that means you may need several tenants to existing from your desired location before you move in. You also need to have a price list of agents which you can compare and make an informed choice when selecting your new office location.
A checklist to use when planning to Move Offices:
- Get Approval and guidance from the senior management. The senior management should give you information regarding when you should have moved, who is responsible for the moving process. You should also be able to get a budget estimate that has been set aside to help out in the moving process. They should also give you their location of choice as well as the size of the new office. It is possible the business needs a smaller office, an office that is the same size as the current one or an office that is much bigger. That information will guide you when budgeting for the moving process.
- Make a detailed timetable on how you plan to move.You need to plan for meeting with those people and companies who will help you to move office. You also need to set strict timelines for moving from to the new office. Such a timeline will include information such as testing of all office facilities before the movement is complete. You need to make sure there is minimal downtime to avoid any loss of business. Your IT staff might be of great use when making this plan. That is because telephones, computing devices, and networking equipment are crucial to the running of a modern office.
- Create a detailed budget that will take care of everything. You need to make a detailed budget for items such as rent, service charge, transportation, redesigning of the new office, telecom, and IT installations, office stationary as well as business cards. Items like office furniture will take a considerable amount of your budget. Items such as ergonomic office chairs are essential to make sure that workers stay productive without getting work-related back problems. Your budget needs to be detailed unlike the rough draft budget you that you received from the senior management.
- Select your new office. Selecting a new office need the input of a trusted and professional real estate agent. Whether you are buying a new office or leasing, you need to get someone who will not just pass you over to another commercial property agent, but someone who will walk you through the whole buying or leasing process.They should inform you about the rates, rent, service charge, and type and length of the lease. You should also share with them you budget estimates you have set aside for the leasing or renting. Consider amenities such as parking spaces, public transport, and the type of building while consulting with your commercial property agent. With that information, you should be able to know whether you will find an office in your desired location.
- Select your moving team. When selecting the team to help you move to the next office. You have to get a representative from each of your office’s department. They are well informed about what each of their department needs and they will offer valuable insights on the needs of their departments. Hold regular meetings with department heads and keep everybody informed on the progress of the moving project.
- Make your new office plan. The new office should be planned properly to cater for each department. Depending on its size compared to the current office, you might need to reduce or increase the size of the office for each department. You will have to take care of the workstation of each staff member, the size of common rooms and offices. You will also have to plan for partitions and shelving. An interior design professional may be of great help in that regard. You will need the input of your IT staff to make sure that IT infrastructure is taken care of first. That is because items like cables, network access points, servers, and telephones need to be installed where they are easily accessible or protected. If a there modification to be made, then that should happen before moving in of the furniture and other items takes place.
- Choose your new Office Furniture. You need to plan to either reuse the current furniture or buy new ones. Your office might also prefer to lease furniture instead of buying them. Alternatively, you can choose to replace some furniture while retaining other furniture selectively. The comfort of staff sited at their workstations is determined by their chairs among other things. Making sure that the office has ergonomic office chairs for all those work while sited will improve productivity. Our backs need to be supported especially on the lower back to ensure we do not suffer from back problems. That is what ergonomic office chairs do best. You also need to make plans on how to dispose of the old furniture in a manner that is most profitable to the business.
- Plan for office and building amenities. You need to take account of items like your office alarm systems, cooling and air conditioning system, signs and warning, smoke detectors, and motion sensors. You then need to find out if they will satisfy the requirements of the new building. You may need to order some after consulting with the relevant department or hired contractor responsible for their installations. Also, make sure that the office will meet health and safety requirements.
- Plan the Notification Process. You need to notify every business contact that you have regular contact with. You can also broadcast your office relocation so that all those who might need to find your new office will know where to find you. You also need to update items such as business cards to reflect that change of location. Your business and legal documents also need to be updated to reflect your change of location.
- Removal of your business installations from old office. You need to plan how to safely remove and transfer equipment and devices installed in your current office. You need all the relevant technical teams to make plans to and take inventory of their equipment to make sure that nothing is lost during the transfer of equipment to the new office. If there damages to be expected, then there should be factoring into the budget to enable a flawless transfer of all support equipment.
- Test the new office. Test all installation of all equipment in the new office. The IT department should also test their systems to make sure items such as phones, and network points are all functional. That should make sure that the business remains connected and there is no downtime.
- Arrival arrangements. Make arrangement to make sure that your arrival is not disrupted. Contact the police to help you clear traffic if there is a need. They will also advise you on the best days to migrate when they can give you maximum support. Notify both the new office and the old office building manager of the exact time you will depart or arrive. That will enable them to make any necessary arrangements they might need to make.
- Tidy up records after the moving. Make sure you take photos of the new building before you move in to make sure the condition is as stated in the lease agreement. You are also to share them with the building management and for them to acknowledge that is the state of the building. You should also do the same with the old building. Make sure that the building is as close to the original state as possible. Clear any installations you might have made or erected.
The above guide will help to make the right decisions when moving. It is best to hire a moving profession to clarify any issue that you might find challenging. You also need to hire a professional office mover to transport your office stuff for you. A professional mover will ensure that you experience minimum losses due to their professional experience they have gained by helping others move from their old offices to new offices.
About the Guest Blogger:
Adam Robertson is a professional in the office furnishings industry. He works for Allard Office Furniture, an office furniture company which has 18 years of shared experience in office desks, chairs, supplies and accessories.