Organising tips for an office move

Organising tips for an office move: Organising an office relocation, whether it’s down the road or to a whole new area, is not an easy task. Whether you’re moving your business to a new office because your team is growing and you need a bigger space, or simply because you want to move to a more suitable area, there is much to organise and consider. Successful office moves do not just happen overnight; in fact, they require careful planning and organising beforehand. Below we share our top tips for organising a smooth office move.

1. Plan your office relocation early

Commercial relocations need detailed planning and preparation. When planning the move, decide on the moving date, the time-frame for the relocation process after which you can come up with a schedule. Additionally, have a specific budget assigned to the relocation process. It will come in handy when identifying costs for hiring movers and help avoid making uninformed decisions. It is important to plan your move early to minimise downtime in the workplace as much as possible.

2. Communicate with your employees

The key to planning a successful office move is keeping your employees updated and in the loop. The truth is, there is no point keeping them in the dark; you’re moving and you’re going to need as much cooperation and help as possible. 

It is your responsibility to manage members of staff throughout the move and to ensure that they are comfortable and have all of the information about your move that they need. Employees will appreciate being involved in the moving process; holding meetings and sending regular updates also gives them an opportunity to raise any questions or express any concerns that they may have regarding the relocation. 

Ask your employees if there is anything that you can do to make the move more accommodating for them. It is even worth asking what they’d like to see in the new office, or if there is anything that would help their productivity in the new space. Once you have moved into your new location, gather all of your staff for a meeting to thank them for their cooperation and patience throughout the move.

3. Assign a project manager

Every office move requires a team effort to increase chances of success. Appointing a project manager to facilitate all the aspects of the relocation process will also be important.

The team leader should have multi-tasking abilities, exceptional organisational skills, effective communication skills and experience working with budgets.

4. Protect your data

You never know what could happen to your files and hardware during the relocation process. You could end up losing important documents to damaged servers or hard drives. Therefore, it is important to back up your data and protect it from loss and breach when moving.

For instance, you can use a digital visitor management system to safeguard your visitor and staff data. The best part is that you can move with it seamlessly as it is cloud-based. This way you demonstrate compliance with General Data Protection Regulation since you won’t lose data about who visited your business in the past.

5. Deep clean your office

Don’t move with items you don’t need. Remove old files, shred unnecessary papers, dispose of old furniture and sell or donate equipment that won’t be needed anymore. However, be sure to consult with your accountants since donated items can be used as a write-off.

6. Hire a professional moving company

Hiring a moving company is essential to facilitate a smooth office relocation. Moving companies have the knowledge, expertise, and resources needed to make the moving process seamless. They will provide packing and unpacking services to ensure your business items are transferred safely. A moving company can also identify your business requirements and help draft a suitable moving plan. Be sure to choose a company that is well-established, certified, and insured. Get a quote now!

7. Update your address everywhere

Let your suppliers and customers know when you are relocating, your new company address and when normal business will resume. Be sure to update your business cards, website, letterhead and social media sites. Additionally, contact Google to have your address, and online listing changed a month leading to your relocation.

Moving isn’t quite as hectic as it sounds. If you follow these office relocation tips – from planning the process, communicating with clients, vendors and employees to backing up your data – you will be able to transition smoothly into your new workplace.

If you need you need help moving offices give us a call on 01480 220434 or email us at info@cbs-group.org

To keep updated with our latest news please give us a follow on Facebook or visit our website.