Moving your office to a new location is a complex process which involves a lot of communication, paperwork, labor, preparation, and money. The complexity of the work depends on the size of your office, a number of employees and your business sector. Though professional office movers can help you in the office moving process there are many things the business should take care themselves. This article covers many those things.
A sound relocation plan is essential for successful office moving. The plan should cover things like date(s) of moving, things should be moved, arrangements at the new location, date of starting function at the new location and the budget for office moving. It is very important to ensure business continuity and customer satisfaction; so moving things on holidays and starting function on next working day at the new location is the standard approach of most businesses. But this is a costly option as trucking companies in Dallas are very busy on holidays and they charge higher for their services on those days. So a better option can be starting early by moving heavy and not often needed items on last working day(s) in the existing office location. It is also very important to notify your service provider very early to shift services/equipment and/or to establish the same service at the new location; most vendors require a one-month prior notice.
At Your Existing Office
There are plenty of things to do. You should communicate with your customers about the moving and date of starting function at the new location. Assign tasks to employees to facilitate moving; like packing their own stuff. Create a team for co-ordination and for supervision of moving tasks. Get some packing boxes, pack things and label those. Organize or hire a technical team for dissembling and moving electronic and data processing equipment. Clear you dues with utilities, building owner, connectivity providers and other vendors. Create an inventory of items with the proper classification; numbering furniture and other assets can be helpful. Make sure that sensitive data or documents are not moved together with other documents. Pack those separately and move those with good supervision and security.
Establishing in New Office
The process should start very early to actual moving. The processes include creating a layout, and installing counters, cabins, and cubicles, proper networking, cleaning up, local publicity and establishing services. After the moving in, unpacking and orderly arranging the stuff in the stipulated time-frame is important. So you should properly use your manpower with good co-ordination and supervision. Make sure to test equipment and systems to make sure they are working properly. Also, ensure that utilities are installed and proper infrastructure is there for your employees and customers. It is also a wise plan to first arrange your front office and other customer contact points.
Good planning and proper implementation can save you to of money; in fact, also reduce any additional costs. Finding a good relocation service and guiding them according to your needs can also help you.
You want your office relocation to be successful. Poorly executed office relocation can be time-consuming and will interrupt your business, losing you money in the process. So before you start your move, make sure you know the following. First, know absolutely everything that needs to be done for this move. And second, figure out when each of these tasks must be completed.
Once you’ve worked these two things out, get an early start on your move. You can make a spreadsheet that details everything you will need to accomplish and when you plan to accomplish it. If you plan your move out well in advance, you can avoid having to ever scramble; you can prepare for your move gradually and confidently. It’s a nice feeling. Because trust us, moving an office can definitely go wrong.
Without a good plan in place, you might end up being blindsided by a problem that you did not foresee. You never know how much work needs to go into anything complicated, especially a move, until you actually work out specifically what needs to be done. And you’ll still probably forget things! That’s one advantage of working out your to-do list early on you’ll still have months to remember the things you initially forgot to jot down. Yes, months. If at all possible, start your planning many months in advance.
Finally, another issue that arises with unforeseen problems is an unworkable budget. Moving an office is not cheap. You want to make sure that you have put enough money aside. Also, guaranteed, if you mess anything up, it’s only going to cost you more. So make sure that you know what’s coming. If anything gets delayed, if something holds up the movers, for example, you can get dinged with extra fees for taking up more of their time.