Moving offices can be a stressful and frustrating experience. Read our 10 tips to minimise the disruption to your business.
1. Identifying new offices
What is the main reason you are leaving your current offices? Don’t lose sight of this motive for relocating. Do you need more space? Are your bills too expensive? Do you need a better location? When you are viewing new offices, make sure you keep this in mind when you make your decision.
2. Appoint a project manager
This could be one of your employees, or someone external. If you appoint one of your employees, it is important that they are someone who is respected by all members of staff, with experience of successfully leading projects. If you appoint someone externally, ensure they have run similar projects previously. Meet with them and make sure that they are meticulous and authoritative.
3. Plan early
It is important to start planning everything for your office move as early as possible, and not leave anything to the last minute. You will need to think about the costs involved with moving, the implications on your business, and how employees will be affected. Can you identify anywhere where you can save on costs? Drawing up a timeline can help you to reduce disruption to the business.
4. Read up on the Health & Safety regulations
It is understandable to want to limit costs where possible, but do not allow or expect your staff to lift heavy loads. The last thing you want is employees with bad backs, or broken bones because they tripped over something whilst carrying boxes. It isn’t worth it! Speak to a professional office relocations company.
5. Consult a professional IT Company
Your IT systems are crucial to the running of your business. Your in house IT department may not have the skills or the experience to carry out a complex relocation of your IT infrastructure. Server relocation can be risky. Trying to do this yourself can be disastrous. Setting up new networks, firewalls, network printers, shared drives and email servers is complex. It is best to let the professionals handle this. Make sure they will conduct a testing phase after installation to ensure that everything is working, and that they will re-establish your backup and disaster recovery solution.
6. Ensure you have a business continuity plan in place in case of disaster or delay
Ideally it won’t be necessary, but what would happen if the vehicle containing all of your IT equipment was stolen or involved in an accident?
7. Make sure all of your data is backed up
Speak to your IT Support team about this. Ideally, all of your files should be backed up in two separate locations. IT Companies with good backup and disaster recovery plans will store all of your data in a secure datacentre.
8. Speak to your phone and internet providers
You may have a contract with your IT Support Provider, and they should cover this, but make sure that any service providers know about the move ahead of time, and that everything will be working when you move in.
9. Discuss your new IT layout with your chosen IT Support Company
Your IT Company of choice should go through your layout plan so they are aware of your wishes ahead of time, and can plan accordingly. You may need to ensure you have a plan of the new office.
10. Think about what you might like to get rid of
Moving office can be the perfect time to change your office furniture. Doing this would normally cause disruption, but seeing as everything is being moved anyway, you can now take the opportunity to replace those horrible desks, or the filing system that just doesn’t work. It’s also a great time to make improvements to your IT systems, as everything is going to be disconnected and re-setup anyway. Speak to your IT Company for recommendations on what needs to be upgraded.