Office relocations tend to go best when the project is thoroughly planned and organized. Use this list of office relocation tips to help your move go a bit more smoothly.
Office Relocation Tips to Use for your Move
1. Select a Coordinator
One person should be designated as the primary office move coordinator for your company. They should be organized, in a position of authority and be able to make tough decisions on the fly.
You might also consider having the office move coordinator appoint a small team to help them. It’s often useful to have this team consist of at least one member from each department, such as IT, human resources and marketing, to make sure everyone is able to voice concerns.
2. Embrace the Process
The planning process of an office relocation is painstaking and time-consuming. It may be tough to dedicate the necessary resources to mapping out the move, especially if it’s not going to happen until a much later date.
However, it’s important to get your team on board with the move. Taking it seriously and planning as far ahead as possible is the best way to ensure a seamless transition.
3. Create a Timeline
One of the most important parts of an office relocation plan is a timeline that includes key dates, such as when your office lease ends and the date by which you’d have like to have moved into your new office.
Make sure there is a generous period of time allotted for your IT infrastructure, including communications systems, workstations and wireless networks, to be set up and tested.
Understand that the timeline should be flexible, as well. Errors in planning and technical difficulties are sometimes inevitable, and can extend the timeline.
4. Take an Inventory
An office move is a great time to dispose of any old, unneeded files and outdated equipment. Conduct an inventory of all of the potentially disposable items in your current office to figure out what can be purged or replaced.
5. Develop a Budget
Your budget should take into consideration a number of factors, including the size of your new office, which services you choose to hire (such as full-service movers or office planners) and whether or not you’re going to upgrade your equipment.
Just like your office relocation timeline, your budget should be reasonably flexible. Issues may arise that call for additional services to be hired or new equipment to be purchased.
6. Alert the Public
Don’t forget about notifying customers and vendors about your upcoming relocation to avoid lapses in business. Also, make sure marketing collateral is prepared to properly reflect your new information after the move is complete.
7. Plan for Additional Adjustments
After operating in your new location for a period of time, it may become clear that additional adjustments are needed. Don’t say, “Well this setup worked in our last office, so it should work here.” Be prepared to make changes, such as to the layout of your office and introducing new technology.
Plan for the IT Aspect of your Relocation
No list of office relocation tips is complete without a hearty mention of information technology. It’s easy to forget small things, such as transferring your phone number to the new location or making sure you have a strategy in place for structured cabling.
Click below to download our FREE checklist to make sure the IT portion of your relocation is in order.