Office Relocation Planning: Find this Easy-Helpful Tips and Ideas

If you have ever relocated to a new office then you understand how daunting the all process is. Lack of planning for scheduled office relocation can have a huge impact on your business. The process is stressing and time-consuming and if not planned properly, it can unleash unanticipated disaster to your enterprise. Fortunately, there are some simple tips and ideas that will guarantee a successful office move.

Office Relocation – Planning is Key

As we all know the popular adage that goes, “failing to plan is planning to fail”, this is true when it comes to office relocation. You need to plan everything from start to finish. You need to understand things that need to be done before, during, and after the office move. You should also plan ahead for all these activities so as to ensure a smooth transition to your new work station. An appropriate plan should be prepared three months before a move and it should have all the tasks to be undertaken from day one to the last day.

Choosing your New Space

This is a crucial activity before you even begin to plan for your office relocation. You need to evaluate the new premises and ensure it meets the unique needs of your organization. When making you decision, use these ideas as a guide;
1. Check whether it is spacious enough and evaluate its cost. Will you be able to afford it or not?
2. Consider future expansion. Will the new premise accommodate your employees when you need to expand or scale up?
3. Consider premise servicing. Is it serviced or not? And if not how much more cost will you incur for servicing?
4. Is the new area secure and do you have to incur any additional costs for locks and securing the building and the area?
5. Who manages the new premise and do they cater for all your business needs such as regular repairs and electric maintenance?
6. Check whether all power cables and sockets are in perfect condition and ensure they are sufficient for your business.
7. Evaluate whether you can get some extra facilities such as a kitchen, air conditioning, supply of drinking water, and many others.
8. Check whether there are building works close-by that may disrupt your business.

Before you Move

Once you have chosen your desired premise, it is now time to plan ahead for your scheduled office relocation. You need to do the following;
• Choose a Move Coordinator-your office move will not be successful if you do not have a reliable office move company. Select a knowledgeable firm that will coordinate the move and ensure a smooth transition to the new office.
• Select a Desired Move Date-you need to draft a project schedule for your move and prepare a list of activities to be carried out including the parties or staff who will undertake the task.
• Communicate to all affected parties-communication is important for any successful office move. All the people who interact in one way or another with your business need to know about the move in advance. You should choose an effective way of communicating to all concerned parties.
i. Communicating to your employees-you should be honest to your staff when informing them about the move. Choose an internal communication strategy that will not bring out a negative reaction to the change. Remember to share the new floor plan with your staff.
ii. Suppliers-notify all your suppliers about the planned move. These include cleaners, milk vendors, magazines and newspaper suppliers, and many others.
iii. Keeping your business identity-update your website, social media sites, publication templates, letterheads, business cards, any existing advertisement in the market, and get new forms, checks, and building signage. You should also get new marketing materials once you open.
• Preparation of floor plans-it is important to prepare the floor plans for your new location. This should be distributed to the staff and other service providers. The floor plans will show where office equipment and furniture will be located. This will ensure a quicker installation in the new office.
• Inventory-prepare an inventory and label all existing furniture and equipment. This will help ensure everything gets into the new location. If needed, order new equipment and furniture for the new office. You can buy pre-used or refurbished office furniture. You should also pack and dispose unnecessary items before you move.

During the Move

Irrespective of whether you decide to carry out the move yourself or hire a moving company, there are various activities that should be done in order to ensure a smooth move;
• Inform your employees about what they are expected to take into the new place. Unnecessary items should not be carried along.
• Enlarge and hang the copies of the floor plans at the new location.
• Make arrangements for exclusive use of elevators, emergency doors, service elevators, or loading docks when moving into the new place.
• Ensure there is ample parking in the new area.
• Notify neighboring businesses of your move and if the entrances, parking area, and driveways will be disrupted when moving in.
• Pack everything a few days before the scheduled date for the move. Ensure crates are delivered early enough and make sure you are insured so that you are covered when anything is dropped.
• Get your IT provider to pack your computers and servers during the move and set them up again at the new place. This will avoid any losses or damage.
• There should be a proper dress code by staff during the move since they will bend, stoop and lift items.
• Supply all essential utilities such as toilet paper, paper towels, soap, and many others to the new place.
• Cancel or reschedule any meetings until the move is over and you have settled.
• Have someone who will oversee the entire move. This will ensure everything goes as planned.
After the Move
Once everything is in the new place, do the following;
• Check all the furniture and equipment for damage and make claims if there are damages.
• Verify the current inventory against what was recorded before the move.
• Clean the previous location.
• Train your employees on how to use any new equipment.
• Retrieve and return any locks or keys to the former premise.
• Ensure furniture is installed ergonomically.
• Carry out any other tasks required.

Conclusion

Your office relocation will be hassle-free and smooth once you understand what to do before, during, and after moving. These simple steps and ideas will help you transition to your new place smoothly and minimize any risks associated with office moving. Nevertheless, it is wise to hire a reputed office moving company since it is well acquainted with all that is required for a successful office move.

Office Move Checklist

You have just finalized terms on a lease for a new location, now it is time to plan and executing the relocation of your offices. Relocating your office is a huge task for any business. Many companies are unfamiliar with how to prepare for an office move, and the bigger the business or corporation, the more complex the task can be. The major goal in a business move is to be as cost and time-efficient as possible and it is very critical to appropriate the correct amount of time and planning for the move process.

One of the most important parts of relocating a corporation is to plan everything out well ahead of time to minimize downtime and get your people back to running your business as quickly as possible. A professional relocation company will assist you with much of the logistical planning of the physical move, but much more planning is required on behalf of your business in order to make the process as smooth as possible:

Physical Planning Overview –

o Obtain a floor plan of your current workplace layout
o Obtain a floor plan of your new workplace location
o Create a planned furnishings orientation / workplace layout
o Determine location of office equipment (i.e. printers and fax machines)
o Begin comparing bid prices for move budget – hire a mover
o Evaluate new location logistics to determine if there are concerns, freight elevators, loading doc etc limitations for movers

Office Move Teams –

o Identify co-workers to be team members on project team o Have a backup team member for anyone which will not be available o Review all layout plans and jack locations for all pc’s, phones, printers etc with team leaders
o Create an plan for every team member and vender as required

Labeling For Move Day –

o All office items to be included in the move should be labeled with an identification number assigned to the new office space Color code labels for items belonging in data rooms or other common areas. Each color should match a unique common location at the new office. At the new office location the color should be clearly present on the door or on the wall next to the door for easier unpacking. o  Place each color on the building layout diagram you have created
o  Ensure all team members area up to speed on the color coding
o  Work with your move project coordinator for a labeling and color coding theme

Equipment

o  Determine what moves and what ought to be sold-out or liquidated
o  Identify any new office equipment that could be needed
o  Have a physical backup for all IT servers
o  Have spare cables and other elements on hand
o  You should not transport the backup media within the moving truck. Carry that by hand and if possible have 2 copies in 2 separate locations.

Meetings and Communication

o Create a contact list for day of the move and include all key personnel, vendors, etc. on this sheet. Provide duplicates of this contact list to all team leads.
o  A local employee contact person ought to be known and on-the-scene for deliveries or vender access to new location
o  Create a phone contact list of all of the numbers being ported over. Use this list to test calls are available in to the proper locations additionally to creating certain calls will go out successfully.
o  Have a team meeting and confirm time lines are being met and roles and responsibilities area unit understood. Ensure everybody is aware of who to contact if there is an issue.
o  Update all important data with workplace security systems and suppliers.
o  Have users back up their important files to the network or to disks before the office move.

POST-MOVE

o Test your new telephone system (Calls and Voicemail)
o Distribute the new phone list and map showing the locations of each department
o Install and test all pc and network connectivity (Internet / Email)
o Do a detailed walk-through of the new office and report any damage to moving company
o Transfer your insurance to the new facility. Obtain Certificates of Insurance from your insurance company
o Confirm termination of old lease contracts
o Collect security cards, parking passes, and keys for the old office facility. Confirm the return of any deposits held by the landlord for these items
o Complete and file all warranty information for all new office furniture and equipment
o Update fixed asset accounting systems for any new office furniture and equipment purchased
o Confirm the change-of-address corrections made for the new location
o Schedule press release and client announcement for your office move

 

 

 

Office Relocation Checklist

You have finalized a lease for a new office location, now it is time to plan and execute the move of your offices. Relocating your office is a huge task for many organization. Many businesses are unfamiliar with exactly how to prepare for a business move, and the bigger the business or corporation, the more complex the task can be. The major goal in an office move is to be cost and time-efficient and it is crucial to appropriate the proper amount of time and planning for the entire process.

The most vital part of moving a business is to plan everything out well in advance to minimize downtime and get your employees back up and running your business as quickly as possible. Most moving companies will assist you with much of the logistics and planning of the physical move, but there is much more planning that is required on behalf of your business in order to make the process as smooth as possible.

Office Relocation Checklist

PRE-MOVE GENERAL:

  • Notify the present landlord of your termination date
  • Advise employees of date and location of your office move
  • Solicit RFP’s, interview and engage moving companies
  • Create a master change-of-address list
  • Reserve loading docks and elevators for moving day
  • Bid and award your moving contract
  • Bid and award telephone and computer cabling contract
  • Inventory existing office furniture
  • Color Code office furniture and equipment on a color-coded floor plan
  • Audit All Keys
  • Order any needed New Office Furniture and Equipment
  • Order new stationery
  • Submit your change-of-address forms Check your insurance coverage for the move
  • Request all required permits or licenses like Certificate of Occupancy
  • Advise suppliers of your new address
  • Mail moving notices
    • Photocopiers
    • Banks and financial institutions
    • Clients and customers
    • Professional organizations
    • Insurance companies
    • Accounts receivable and payable
    • Credit accounts and credit cards
    • Newspaper and magazine subscriptions
    • Telephone company and internet service provider
    • Prospects and special services
  • Hold a meeting at new location three weeks prior to your office move. Bring in all parties involved (design/ construction / mover / cabling company / information technology specialist) to ensure all of the details are covered and all responsibilities are clear
  • Change your locks and access codes on the new premises
  • Setup your new security procedures
  • Update the lobby directory of the new location
  • Setup for a post-move cleaning

PRE- OFFICE MOVE INTERNAL

  • Organize a “staff relocation committee” and delegate out responsibilities
  • Finalize a new office layout at each new location
  • Prepare labels for office furniture and boxes to new locations
  • Assign move leads or supervisors in each department
  • Schedule a clean-up program
  • Create a master relocation project schedule
  • Setup off-site storage of old files
  • Pack contents of all desks and file cabinets, make sure everything is properly labeled
  • Arrange for employees to tour new location a few weeks prior to move
  • Schedule post-move training for security, fire, and life safety procedures at the new location
  • Distribute access cards and keys for the new location

MOVING DAY

  • Arrange to have the air conditioning on during the move
  • Remove computer equipment (server) and phone system prior to arrival of movers and commence reinstallation at new site
  • Draft an emergency contact list for vendors such as elevator maintenance, building management, utilities, telecommunications and moving company

POST-MOVE

  • Make sure the telephone services are working.
  • Distribute a new phone list and a map showing the locations of each department
  • Make sure all the computers are working (Printing, Email, and Internet)
  • Do a detailed walk-through of the new location and report any damage to the moving company
  • Transfer your insurance to the new facility. Obtain a Certificates of Insurance from your insurance company
  • Confirm termination of old leases
  • Collect parking passes, security cards and keys for the old facility. Confirm the return of any deposits held by the landlord for these items
  • Audit final invoices against contracts
  • Complete and file all warranty information for all new furniture and equipment
  • Update fixed asset accounting system for any new furniture and equipment purchased
  • Confirm the change-of-address corrections made
  • Schedule press release and client announcement

Office relocating is not an simple or easy task. In relocation, there are plenty of things should be have to take care. And stress is also increasing on this kinds of situation. So be a calm as possible and do step by step and as per planning.  Call Clear Choice Office Solutions today, we are Houston’s most reliable moving companies.