Moving an office space isn’t easy, whether it’s from a home space to a new work space, or from one commercial building to another. Typically occurring when a business sees expansion or is at the end of its lease, these moves don’t have to be nightmare.
By planning carefully you’ll minimise downtime and allow your business to continue operation during the move, or return to operation quickly after. Here are 5 tips for moving office.
Assign a Project Manager
Find one capable project manager and assign him or her to the move. If too many people are trying to take control of the process, there is more chance of risk. Even the slightest lapse in communication can have a significant effect.
The ideal candidate should be in a position of seniority in the company and should have the trust of all other employees. They must have excellent organisational skills, including the ability to plan, budget and manage operations. Ideally, they will be a very good communicator. Remember, allocate this role to somebody with enough time. If they have too much work on their plate, consider another person.
This role of project manager could be you. If you fit all these characteristics and know you can get the job done well, sign yourself up.
Planning
Make sure you have the answers to the following questions: When does the lease of your current premises end? What is your budget? Where do you want to move to? Exactly how much space do you require? What features do you consider essential for a new office space?
Assuming you have your new location, you need to start planning as soon as possible. Make a note of your current office: Is it how you want the new office to be arranged? Will you take your existing furniture? Plan this out at least four months in advance.
Schedule times for updating the Internet, phone services or obtaining licenses or insurance policies. The earlier this is done, the better. Remember, the larger the new office, the more planning you will need to do.
Organise your team
Keep your employees fully up to date throughout the process of the move. Explain and emphasise the benefits of the move. Keeping staff in the loop will gain you more trust and respect.
Communication can be done on many levels. If your intranet or normal form of communication is down due to the move, start team briefings or smaller meetings. You want all employees able to ask questions about the move or raise any concerns that may benefit the move.
Some employees can be resistant to change. Providing positive reinforcement for these employees is important.
Office floor plan
It’s important to create the new floor plan for the office early. Avoid unnecessary disorder on the actual move day. Note the size of the new space. How many people and desks need to fit? Plan and assign seating arrangements well before the move day so employees can quickly set themselves up in the new space.
There should be allocated space for chairs, cabling throughout the desks and other miscellaneous items. Dedicated space should be reserved for the reception, storage, break rooms and other non-working areas.
Call in the professionals
Even if you're experienced with moving office, you'll benefit from having professionals there with you. The larger your office, the more reason to have commercial movers. Hiring a removals company is a quality investment, it can act as a safeguard if something goes wrong. Issues can occur down the track that may impact your business.
Having professionals there will also reduce stress levels. A move can become complicated and time-consuming. Spending a little extra money on professionals can make the process quicker and easier. Read reviews and do research on what company is best suited for you. As well as movers, you should strongly consider good cleaners.