So you’re going to relocate to a different office site, eh? What a project! Moving is a herculean task. It requires a huge amount of time, energy, and effort. Do you think you’re up for it?
If you’re up for it (or you have no choice but to be up for it as your office needs to relocate already) this post is perfect for you. We want to make your moving experience easier and more relaxed (yes, it’s possible) so we’ve come up with solid planning and organizing tips. Following our tips will help you in making your office or business relocation go smoothly. You may be surprised as you may even end up enjoying the entire process. Read and learn. Happy moving!
1. Have a defined moving team
The first thing on your agenda is to have a moving team. This will make moving easier because you will have a defined list of people that you can assign tasks to and depend on. An office move is not a solo task.
If you have a big office, you should at least appoint one person from each department. Such an appointed person will be the one to coordinate with you on everything that has to do with moving.
A manager can duly handle such a task. Once assigned, he or she will ensure that every person in that division is aware of his or her responsibility to pack their files, desk, and items. A smaller office will be easier to handle as a moving leader can take on it with just a few coordination and help from a few people.
Once your team is defined, they will be able to identify issues and concerns with you. As you will have access to different perspectives. You can use this time to ask for concerns with the old space and the new space.
In building a moving team, you can also opt to ask for volunteers per department.
2. Have a timeline
You should make a timeline that enlists all the major stages of your office move. You have to make sure that it’s realistic and feasible. To do this, you should discuss it with your entire team.
It usually takes three months for a small office to prepare for a move. Bigger offices need at least six to eighths months. The sooner you start, the better.
3. Familiarize yourself with the new space — design it
Now that you have a team and a timeline, the next important thing to do is to collect every available information about the new space. Get its floor layout or blueprint to enable you and your team to determine essential office needs like storage and electrical outlets. With solid data on the new space, you can start designing and preparing for a new office layout.
To make it easier for you, you should have a copy of your current office’s floor layout. By studying it and comparing it with your new design, you’d be able to come up with solutions to issues and concerns in the old space. You’d also be able to see future problems that may arise in the new space.
In finalizing the design of your new office, you will then be able to accurately determine the particulars when it comes to the need to hire electricians, carpenters, painters, system installers, or other contractors to add wiring, build walls, or introduce cosmetic changes in the new space.
4. Have regular meetings
An office move will be efficient and stress-free if regular meetings are conducted. A regular meeting will enable you to regularly inform and update everyone on the progress of the move. It will also allow everyone to fully voice concerns and issues to key individuals in the moving project. Moving is a taxing project and it’s best if everyone involved is well-informed and well-appraised of essential developments and progress for better decision-making and to avoid delay.
5. Be specific with your budget
This is an important part of planning is it will power the entire moving process. Before even hiring anyone or proceeding with designing the new space, you first need to determine the amount of money that you could spend for the move.
Knowing your specific budget will allow you to properly schedule moves and hire contractors. If you know that you don’t have much budget to spend, you will be able to build your plans accordingly.
6. Make it a point to assign tasks
Moving requires the completion of tasks after tasks. To simplify the process, have every person in your moving team create a definitive list of tasks that need to be accomplished during the weeks before your actual move. You should take note that critical tasks are duly highlighted and prioritized in their list and on your schedule.
7. Hire relocation specialists
To make things significantly easier for you, you should high professional movers. Research on pricing and ask people you know on movers that they’ve worked with and could recommend. Only hire reliable professionals with years of experience on office moving. If you’re looking for Perth office relocation specialists, you should check out Adlam Transport as the company has over two decades of experience when it comes to offering moving services.
8. Have a contact list
This nifty tip will save you time and energy. Having a contact list where every key person involved in the move is essential. In your contact list, put all the tasks and matters assigned to a certain team member or contractor. When things get confusing, you just simply need to access your contact list and you will know who to contact and talk to in an instant.
You should also make a contact list for your current clients. You should appoint someone or a team to contact all of them to ensure that they know the address of your new space.