Moving to a new office has a totally different set of dynamics from moving into a new home.
For instance, there must be a systemised way of boxing and packing hard copies of documents and equipment, otherwise you may encounter problems such as missing documents and delays once you resume operations.
For a smooth relocation, here are a few tips to remember when you’re moving to a new office:
1. Assign point persons and moving coordinators among your staff.
If you run a business with several departments, assign a point person for each department who will ensure that everything is in place for their teams before, during and after the move.
Then appoint an overall coordinator who will be in charge of disseminating information and updating each team of the developments.
2. Be ready with your security and access requirements for your new location.
Make sure that you have all the permits and documents when required to present them. Give copies to anyone involved in the move, most especially the removalist company you hired.
3. Know the rules of the buildings you’re moving out of and moving into.
Know the restrictions set by the building administration such as limitations on the use of freight elevators and scheduling equipment transfer.
Make sure that you provide your removalist, vendors, service providers, and staff a copy of these rules, and coordinate your move around those restrictions.
4. Know the communication services available in your new building.
This information is crucial, as many businesses are often held back from resuming business on schedule because of problems with their communication systems or unavailability of internet or phone connections.
Who will install the cables, the cable companies or the service providers? Your favourite service providers may not provide service to your new location, or you may need a temporary internet solution in your first few months.
Make the necessary arrangements early on, to avoid delays.
5. Inform your power and phone companies of your move
Contact your power company and other utilities and notify them of your move. Some will be able to shift your service to the new address, so you won’t have interruptions, while others will need you to close your current account and open another.
6. Inform your clients and suppliers of your new location
Your clients, as well as your suppliers, need to know where they can find you once you’ve relocated. Don’t wait until the last minute to do so, you’ll be busy enough with the move itself.
Make sure that they have your forwarding address and other details such as mobile phone numbers when they need to contact you.
7. Finalise the schedules for the delivery of new equipment, furnishings and new stationeries.
You don’t want to schedule additional construction while new equipment is being hauled in, nor do you want your teams meeting in rooms that are scheduled for refurnishings.
Scheduling the transfer of new equipment to the delivery of new ones has to be properly coordinated and your staff and personnel informed.
Partner with a reliable removalist
The above are just some of the practical things you need to remember when you move office. To make sure that everything will go smoothly, hire a reliable removalist to assist you with your move.
We have been helping businesses relocate for decades, and we train our staff to meet every possible need that our clients have from their partner removalist.
Call us if you need help with your transfer.