Crystal Rae
The time has come—congratulations! Being able to relocate to a new office is an exciting time, and often indicates intense growth.
If you have the resources and revenue to justify an upgraded office, it’s a great sign. But when it comes down to the nitty-gritty details of office relocation, there’s a lot to think of.
How will you move everything? How will you make sure productivity stays high during all the upheaval? And what about setting up the Internet, security services, and more at your new location?
If you’re overwhelmed by the logistics, never fear! We’ve assembled a list of tips and services that will help with your office relocation.
Start Early and Plan Well
On some level, it’s much like moving your family from one home to another. The earlier you start, the easier it will be. It’s a nightmare to try to crunch all the logistics of moving into a few weeks.
What does that mean in a corporate setting? It’s best to start planning four to six months before you actually need to move.
This gives you the chance to plan out the layout of your new office, purchase new equipment, set up mail forwarding, transfer services, and more. It’s also a gift to your employees.
Why? Many employees plan their housing around their job. It makes a huge difference with their daily schedules and commutes. Juggling school schedules and childcare around commutes is a big deal, and your employees may wish to pack up and move too.
When you plan ahead, it also gives you a chance to engage office relocation services. Moving is more than just hiring commercial movers and hoping for the best. You need office relocation IT services to set everything up and get running again.
Office Relocation IT Services
When you’re getting ready to move, start by doing an audit of your equipment. Does it support your current needs, and does it fit your projected growth? This may be a task for your IT department, but it’s an important one for office relocations.
This will ensure that you don’t end up toting useless equipment from point A to point B. If you need new computers, scanners, or anything else, you’ll be able to work it into your moving budget.
However, the process of transferring all your technology to a new space takes far more than common sense. It also takes intensive knowledge.
This starts with cabling. If you need devices to be hard-wired into your network, you might need ethernet cables to be installed. Depending on the requirements of your devices, this can make a huge difference.
If lots of devices need it, you may need to have new cabling installed throughout the new space. Depending on the size of your building, WiFi deployment is another consideration.
How big is the building, and are there multiple floors? Do certain elements of the building impede a strong WiFi signal, such as inconvenient walls or odd corners?
If this is the case, you’ll need an IT expert to map the WiFi equipment in a way that blankets the building in a strong signal. That way, people aren’t awkwardly moving around with their laptops trying to get a strong signal during video conferences.
Staying Connected
Speaking of video conferencing, do you have the equipment necessary for it? In larger offices, it’s helpful to have a room dedicated to video conferences, especially if your business has an international element.
For this, you may need to invest in projectors, microphones, and more. Depending on how intensive your conference schedule is, you may want speakers and video screens too.
As you’re equipping rooms for specific purposes, consider a server room. You can’t leave this to chance, so plan ahead which room will be dedicated to servers before you actually sign on the dotted line and move in.
Why is this so important? If your server room is large, it’s going to have very specific needs, such as temperature. Servers get hot very quickly, so this room requires top-notch cooling systems. It’s important to evaluate your server setup and HVAC system to see if this can be supported.
Planning for your customer service department is also crucial. When you’re assessing a building as you prepare to move into it, take note of the phone jacks and power outlets.
Many tenants note that older buildings don’t have the number of power outlets they need. That’s because so many more office staples require electricity these days. From monitors to printers to computers, everything needs a power outlet.
This might mean that your new building will need an electrician to come in and rewire it. That way, you will avoid overloading the circuits by using too many power strips and other temporary band-aid solutions.
It’s also important to know what types of phones are being used. VoIP phones don’t use a standard phone jack or cable. Instead, they require an ethernet connection.
Prioritize Communication
As noted above, it’s important to let your employees know what’s going on as soon as possible. This gives them a chance to make plans but also lets them know what’s expected.
Will you be having professional movers handle all of this, or will you need employees to step up and help with a ‘work party’ of sorts? It’s also crucial that employees know what rules they will be expected to follow.
Start by giving them the new address and phone number of the new building. If you can, give them a timeline and a schedule. This would be subject to change as the moving date approaches, but it’s a great starting point.
You should also give employees a list of the new building rules. If you’re tenants, then it’s crucial to keep your new landlord happy. You should also inform them of parking arrangements.
No one wants to get towed, and it’s a poor way to start off your staff’s experience at the new building. Any other idiosyncrasies should be communicated to employees as well.
This is a stressful time for everyone, and it’s crucial to make sure that communication is thorough and smooth.
Who’s Running Point?
It’s important to embrace an all-hands-on-deck philosophy when it comes to moving. But with so many moving parts, it’s important to have one person in charge.
The ultimate responsibility lies with the organization’s leaders, of course. But when you’re putting down a contact person for the movers or putting a name down for employees to go to with questions, it should all be funneled through one person.
This will reduce the number of communication snafus. It’s important to pick someone that’s well-organized, detail-oriented, and has the time available to pull off a project of this magnitude.
Hire Professional Movers
This should be one of the most important steps on your list. It can reduce a lot of stress, prevent items from getting lost, and prevent absenteeism.
When it comes to moving, people tend to make commitments. They promise to help, much like you do when moving homes rather than offices. But when the day actually arrives, something comes up and they aren’t able to make it.
If you’re moving homes, this is inconvenient, but can often be worked around. If you’re moving offices, this can be downright catastrophic. A few loyal employees will show up, which means they could spend the entire day hefting boxes.
To avoid any issues or injuries, it’s best to hire people that were trained for the job. Whether you need to hire professional movers or office relocation consultants, getting the right people is worth every penny.
Start by investigating the moving company’s reputation. A quick Google search can indicate whether they’re highly rated, and what other customers’ experience with their office relocations has been.
It’s also crucial to see whether they have mover’s insurance. Many office buildings require it, and you could be held liable if they don’t have it. Ask for recommendations from other businesses that have moved, check Google reviews, and see their rating on the Better Business Bureau.
These steps will help you confirm whether commercial movers are legitimate or not. But it’s also important to get a full quote from them before you commit.
Don’t fall for a company that promises a flat fee without even assessing your situation. This is often an indicator of a scam. Some companies will do a video assessment, but it’s often best to have someone come by to do an in-person assessment.
Get a few estimates from a few different companies. This will help you shop around and see who’s offering the best price.
Making Your Office Relocation As Smooth As Possible
Planning an office relocation can be quite stressful, but it can also be an exhilarating experience! Take this as a great opportunity to move to a more strategic location, maximize your revenue, and give the best experience to customers and employees alike.
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