Maintaining decorum and high productivity in the office on a regular workday is a hectic affair. Topping it all, if you are shifting offices, things are bound to go topsy-turvy! Having said that, if and when you consider certain factors – planning successful office move can become easier. So, what are those factors you must consider? Do you require some additional tools or equipment for the same? We bring you the answers!
In this blog, we will outline the procedures you must follow to categorically ease the office relocation process. Additionally, we will also provide you with some tips to ensure that your employees do not face an issue throughout the relocation process or on that day specifically.
Planning successful office move – what steps to take?
Here are some of the steps that you must take to plan out an office relocation successfully –
Step 1 – Create an Office Move Checklist
To start with – you must create an office move checklist or a Master Plan to streamline your relocation process. Technically speaking, you must start creating this checklist at least 6 months before the actual move.
For those of you creating one for the first time, it is best to create an Excel Sheet with specifications and categories related to – the way of moving, the supplies that you will require, the number of employees and their associated schedules, and the shifting of data and confidential files. Once you have created the primary sheet, you can share it with the designated team members for further alterations.
Also, during the creation of this checklist, you must keep in mind the emergencies or untoward scenarios that may occur.
Step 2 – Designate a Person of Contact and assemble a team
At a preliminary level, when you have created the sheet, and shared it online – you will require a person to manage the whole process and update you constantly on the same. Therefore, you must designate a person of contact (an in-charge) to regulate and monitor the whole process and take into consideration various issues that could (or would) crop up during the process.
Ideally speaking for planning successful office move you need coordination from almost all the associated teams. Therefore, the core planning team must include members from – the IT teams, assuredly the HR team, and the administrative team. Additionally, it is best to keep the Operations team on standby in case of any untoward emergency.
Step 3 – Estimate a budget
This is another of the crucial factors that you must keep in mind to ensure a streamlined and successful office shifting process. It is common knowledge that the office relocation process is a costly affair. But, if not handled well, the costs could immediately escalate (financial leakages, oversights, delays) unwittingly.
At a preliminary level, the key points that you must consider while making the budget are – the new office leasing cost, the associated dilapidation costs, timing limits that could impact the relocation process, any emergency (man-made or natural), or any such unforeseen activity. It is best to set aside a specified budget for such untoward expenses to keep things in check!
Step 4 – Plan a schedule and block the calendar
One of the keys to planning successful office move is chalking out a schedule and blocking the calendar for that date! While planning the schedule, you must take into account – the day of the move (make sure it is a normal working day to avoid the untoward rush), the timings during which the relocation process will take place, and finally the people associated with the move upfront.
After that, block the dates and create a new schedule for the employees for those specific days/days (as per requirement) so that the ‘work process’ is in no way harmed. Also, ensure that prior to the actual date of the move, streamline the working process to ensure consistency and efficiency, despite the shifting work.
Step 5 – Sign Off your office lease after legal consultation
More than often, despite your best efforts, certain legal aspects pervade common knowledge and that could lead to a host of issues. Especially, when you are in the middle of an office relocation process, things can get quite tough. To ensure that your move to the new place is successful, without any untoward legal issues, you must sign off your office lease after stringent legal scrutiny. Get a lawyer to check the details and read through the lease carefully before you sign it off and confirm the booking.
Step 6 – Tackling the IT relocation
This is the toughest and the most important part of your office shifting process. Considering the fact that most modern businesses are reliant on IT for their regular working, hence, before you go in for the move –
You must audit the equipment setups so that they can recommission easily to newer and more complicated network infrastructure. The next thing to remember is down timing of the servers so that they can be safely relocated. Managing the telephones, and internet connections and returning the leased equipment (if you are not carrying them forward) after equipment auditing is also an important part of the process. For a streamlined office move, you need to take care of these factors.
Step 7 – Get the required supplies
Compared to moving homes, an office space move requires a host of different supplies. When you are looking for planning successful office move you need to see the type of items that you will need for that day. To start with – cardboard boxes of all sizes, especially the large ones (18x18x24), medium ones (18x18x16), and heavy-duty packs (18x18x28) are a must!
Once you have got those fixed, the next thing you will require is the range of additionals. From (10-12 pounds) of wrap paper to cardboard paddings, to moving blankets, bubble wrap, and sealing tapes, there’s nothing that you can miss out on. For packing and labeling of the data cables and other wires, you require sealable bags and markers.
While packing, do take care of the fact that – each of the data cables (or other wires) must be packed well with their respective gadgets to prevent any mishap.
Step 8 – Notify your service providers and clients
When you decide to shift office, you must notify your clients, who come down for the offsite business as well as your regular service providers. For regular customers and long-term clients, it is best to drop a mail informing the change of address.
As far as the other service providers like – shipping/post office services, printing companies, government departments, data/telephone service providers, and subscription services, it is best to connect with their human resources department and update them well in advance (at least 1 month). In that case, within that month, you will be able to follow up their updation process. In this way, their services will not be disrupted.
Step 9 – Stay updated with the logistics
This is of utmost importance while planning successful office move. You must constantly stay in touch with the people directly associated with the ‘transit’ so that the logistical jargon is eased comparatively. It is best to keep an hour-by-hour track of the whole process, just so that nothing goes amiss. For those of you, who are looking for professionals for this office relocation process – you can surely contact Packers And Movers Bangalore, for their services.
Step 10 – Manage your dilapidation duties well
Last but not least, to ensure a successful relocation process, before you hand over your rental office space to the landlord, ensure that you have fulfilled your dilapidation responsibilities well. It is one of the key areas to note, before you hand over the space, so that, later there will be no discord associated with returning of your rental deposit.
If you meticulously follow through these steps, along with some of the other pointers that are mentioned in the upcoming portion of this post – assuredly, you will successfully implement the office move plan.
The ‘Moving Day’ pointers you cannot miss
As mentioned before planning successful office move is possible, if you follow certain rules and regulations. Having said that, here are some ‘moving day’ points that will make things easier for you –
- Note the schedule of your employees for that day. If you do not want work hampered, either alter the shift or opt for work from home option.
- Keep the shifting of confidential files pending till the last day. You never know when you might require it, and therefore, you must keep it with you till the final day of the move.
- Though the majority of the cutlery will be moved, keep a stack of paper plates and cups, to make things easier for your employees for that day.
- Keep a set of garbage bags handy for last-minute trash packing.
- Lastly, take a walk through your office for any ‘job’ that might have been left out. Once that is done – surely supervise the unloading and unpacking of the goods at your new office space.
Conclusive thoughts
Irrespective of what people have to say, planning successful office move is entirely possible, when you have the correct plan in place and the right people to back you up. You must take care of the basic aspects and rest assured, everything can be arranged accordingly. Plan ahead of time, get clarity, and keep the employees in the loop for a hassle-free and easy relocation process.