Moving an office is a huge undertaking. Not only do you have to worry about the logistics of moving all of your equipment and furniture, but you also have to think about how the move will impact your employees’ work routines and the day to day running of the company. To make things even more complicated, sometimes you have to move quickly due to unexpected circumstances. Here are eight tips for staying in control of a big office move. By following these tips, you can ensure that the move goes as smoothly as possible and that your employees are able to continue working without interruption.
Whether you’re downsizing, upsizing or just relocating, if you’re responsible for coordinating a big office move, you’ll be aware that it’s a lot of responsibility. And, with so much to think about and organize, it’s easy to feel like you’re constantly playing catch-up. Here are eight top tips for staying in control of a big office move.
1. Make A Detailed Plan
This may seem like an obvious one, but it’s important to make a detailed plan of everything that needs to be done in order to successfully move your office. This should be just like any project plan you’d use to deliver a big and complex piece of work, and includes creating a timeline of when each task needs to be completed. Make sure you allow enough time for each task, as well as contingency time in case anything goes wrong. Trying to compress an office move into a shorter timeframe than is realistically possible is a recipe for disaster.
2. Work With Packers And Movers Early On
One of the first things you need to do when planning an office move is to book commercial packers and movers. This will ensure that you have a team of professionals on hand to help with the physical aspect of the move, and that they’re able to work around your schedule. Contacting them early on means you can agree on exactly which tasks they will fulfil. It’s also worth considering using a storage company to store any excess furniture or equipment, which can be moved at a later date.
3. Communicate The Plan
Once you have your plan and a moving company booked, make sure you communicate what is happening to everyone who is involved with the company. This includes employees, clients and suppliers. Everyone will need to know the date of the move, where you’re moving to and what the impact will be on them. It’s important to be as open and transparent as possible, so that everyone is aware of what’s happening and can plan accordingly.
4. Be Aware Of Notice Periods
If you’re renting your current office space, then you’ll need to be aware of how much notice you need to give your landlord. The same goes for any services you have contracts with, such as broadband or cleaning. Make sure you factor this into your timeline so that you’re not caught out and end up having to pay for services you no longer need. Cancelling contracts and giving notice can be a time-consuming process, so it’s worth starting this as soon as you can.
5. Hire A Project Manager
If you’re finding it difficult to keep on top of everything, then it may be worth hiring a project manager. This is someone whose sole job will be to coordinate the office move, which will take a lot of pressure off of you. They will be responsible for ensuring that everything is on track and that deadlines are met. This will allow you to focus on other aspects of running the business, safe in the knowledge that the move is being taken care of. Hiring a project manager is a great way to take some of the pressure off, but if you don’t have the budget for this then there are other ways to stay on top of things, such as delegating tasks to other members of staff.
6. Make A Plan For Starting Up The Essentials
When you move into your new office, there are certain things that you’ll need to be up and running as soon as possible. This includes things like the internet, phone lines and any other essential services. Make sure you have a plan for getting these set up, so that you’re not left without them for a long period of time. It’s worth speaking to your service providers in advance so that you can get an idea of how long it will take to get everything up and running.
7. Allow An Employee Transition Period
Moving offices can be a big change for employees, and it’s important to allow them time to adjust. This means having a transition period where they can get used to the new office and their new surroundings. During this time, it’s important to be available to answer any questions or address any concerns they may have. Once the transition period is over, they should be able to settle into their new environment and get back to work as normal. You’ll also need to figure out what they’ll do on the day of the move itself – do you need them on hand, or will they work from home? Decide all of this early on, so everyone knows what is happening.
8. Make A List Of Things To Do On The Day
The day of the move can be chaotic, so it’s important to make a list of things that need to be done. This includes things like packing up the office, ensuring that all of the furniture is moved and setting up the new office. Have the name and cell phone number of each individual responsible for the different aspects. It’s also worth having a list of things that need to be done in the days and weeks after the move, such as redirecting post and updating your website. Having a list will help to keep you organized and on track, and will ensure that nothing is forgotten.
