Having your team handle the stress of relocating, while it’s busy with deadlines and monthly goals, isn’t the most efficient thing for business. This is why an office removals specialist in Perth is your best bet to keep your business operations seamless during an office relocation.
For office teams to continue performing at a high level, they need to be in an environment where they’re comfortable and secure, but that won’t be the case if you don’t plan the relocation properly.
To help you do things right, here are some things that you need to consider doing during the relocation process:
If you want the transition to be seamless so your team can perform at the highest level even when relocating, you need to get them ready for it.
The opposite of getting them ready is by dropping a bombshell on them with a sudden announcement of an immediate office relocation.
To make sure that they’re comfortable and ready for the relocation, you need to tell them about it so they can prepare for it too. For a seamless relocation, start planning at least ten weeks ahead of the relocation day.
Create a To-Do List
The larger your office and the farther you’re moving, the more time you’ll need to plan. You might even want to start the preparations several months before the move.
Look through your office and determine the amount of furniture and equipment you’ll be moving. Then create a detailed list of tasks leading up to moving day. You may need to obtain special equipment containers, disassemble furniture, or store documents off-site. Some employees may not want to stay with the company after moving, so you’ll need to fill their positions.
Your to-do list should include not only tasks related to the move itself, but also how to vacate your old location. To avoid losing your security deposit or legal problems, plan to make repairs to the property as needed, remove custom cables and signs, and clean the place out. Your lease may specify the condition that your old office should be in when you leave.
Set a Budget
Like every business project, your office move needs to have a budget. A moving budget will help you keep costs in check and prevent excessive spending. You may have to modify it later, but you’ll want to have at least an idea of how much you plan to spend, including on boxes and packing supplies for the move. Decide upfront what you must have and where you can cut back to save some money.
- Appoint one or more employees from each department to plan the move. This moving committee will ensure every department is represented and employees are kept informed. Assign appropriate tasks to each department representative. This will take some of the burden off you and help you focus on running the company even while moving preparations are going on.
- Get your office removals specialist to visit your current office so the company can know important details such as the number of staff, appliances, documents, and other items that you need in your new location. Also, by seeing your current office, they get an insight into what you want to do.
- Make sure that you hired the right relocation firm by asking questions and references that can point to their ability to implement your relocation. You might want to consult several moving companies and get estimates to compare. If you have crucial equipment, moving insurance might be advisable to cover any damage that might occur during the move. The industry standard insurance provides just 60 cents per pound, so if a 50-pound machine is broken in transit, you’ll get just $30 in compensation.
- Make sure that the new office suits you well. Visit your new location and take note of its characteristics that might be important. Also, create a floor plan of the new place and take measurements to make sure that all your equipment and staff will fit well there once you have relocated. The last thing you want for a high-level top performance staff is a cramped work environment.
To help prevent this, consider integrating a corner desk NZ into your layout, an efficient solution for space optimization.
- Double-check everything. We know that you already did, but it’s always better to verify as much as you can. Take note of your usual large items such as computers, desks, and air conditioners and see if they will fit in the new office.
- Let your employees know. Since the staff will occupy the office, you need to make sure that they’re moving to a place that they’re happy about. You can do that by showing them your plans and asking for improvements to the new office so they can work in a comfortable and efficient environment.
- Is there a good internet connection? Most business today is done through the internet, and a bad internet connection in the new office is a recipe for disaster. Make sure that the internet connection is good so the employees can continue working without skipping a beat after the relocation.
Before the Relocation
- To make sure that you, the staff, and your relocation firm are on the same page, send them photocopies of the floor plan for the new office. It‘s key because miscommunication can lead to problems during and after the relocation.
- Label your equipment. Put labels on the things you need in the new office and things you don’t. With this, the relocation firm will be sure about which equipment to take and which to leave behind.
- Get rid of things you don’t need. Moving may be a good opportunity to downsize. As you inventory your present office, note things your company no longer needs or uses, and make arrangements to discard or donate those things. Items like old monitors, chairs, or specialized equipment you no longer need can be donated. Make arrangements to send these to donation facilities or have them picked up.
- Remind your employees about their relocation responsibilities. Whether it’s packing their computers or workspaces or making copies of documents, they need to do their task. The last thing you want during the first day in the new office is a day’s work wasted because someone forgot to bring something from the old location.
- Make sure that you have everything you need from the old office. You’re probably not going to return there anytime soon and everything left will be disposed of, so make sure to take all the equipment, documents, and everything else you need.
- Save your budget with an in-house computer specialist from the relocation firm. Hiring a computer specialist from another firm is more expensive. Working with a specialist from your relocation firm, you’ll be sure that you have someone experienced working on your computers at a cheaper price.
- Pack items you aren’t using daily. You don’t have to wait until the week before moving day to start packing. Packing up items you won’t need before the move can save time later and help you make progress on your to-do list. It will also help reduce stress and prevent you from having to get everything done at the last minute.
On Moving Day
On moving day, be clear to your staff on what you want them to do to make sure that everything works perfectly.
- Relocation specialists know what to do. It’s what they’re good at, and you should let them do it. They know how to move cabinets, put things in the right container, and pack things safely for moving.
- Don’t take chances with confidential documents. If you don’t need to take some documents, don’t just leave them or throw them in a dumpster because people can find them. To be safe, shred all of them.
- Make sure that your employees are safe. Make sure that your employees and the people from the moving company are safe. Also, avoid making your staff lift heavy things or do things that can lead to danger.
- Introduce your staff. Let them know about parking rules, where the comfort rooms are, nearby restaurants, and other things that they need to know about the new location.
Relocating is stressful, not only for you but for your staff as well. Loosen up, chill, and welcome the office to the new location by having fun and celebrating with them.
We hope you found this blog post on Guide to a Seamless Office Relocation useful. Be sure to check out our post on Is Your Office Moving? Read This Plan to Help You Through the Process for more great tips!