Top 5 factors for a smooth office move
Moving offices can be daunting, but with proper planning and execution, it doesn't have to be a headache!
As business owners, we’ve moved offices on multiple occasions and learnt important lessons every time. So, whether you're relocating across town or to a new city, here are the top five factors that we think ensure a successful transition.
The first step is to establish a realistic timeline – you don’t want people rushing and getting stressed, after all.
Work back from your desired move-in date and list all the major milestones, leaving a little bit of breathing room at each stage in case there are any delays. You might want to include tasks like notifying stakeholders, packing, the move itself, setting up the office and utilities, getting your IT online etc.
Then, with a clear timeline in place, you can ensure that everyone involved is on the same page and that critical deadlines are hit without a hitch!
2. Packing and labelling
Efficient packing and detailed labelling make the entire process so much smoother!
Start by looking at everything and asking yourself, “Do we really need it?” Being stern about what you take will help declutter your new premises and reduce the workload of the move, saving you time and money!
Don’t scrimp on your packing boxes either. Invest in high-quality totes if you can as they can always be repurposed to keep documents and other things organised post-move.
Finally, make sure to label boxes clearly with their contents and where they’re going to go so that no matter who shifts it into the new place, they’ll know what’s in it, and where it goes.
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3. Setting a budget
Moving offices represents a considerable cost, so setting a realistic budget early on ensures that resources are allocated efficiently and unexpected costs are avoided.
Consider expenses like:
·?????? Movers
·?????? Renovations and upgrades
·?????? New furniture
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·?????? Upgraded technology
·?????? Lease deposits and legal costs
Remember to add a little ‘wiggle room’, too—after all, there are always accidents along the way! So, be sure to build in a contingency fund to cover any unexpected surprises.
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4. Updating business information
We’re sure you won’t, but don't forget to update your business information!
Obviously, there are some you that won’t slip your mind - your website, legal documents, etc.? – but others, like My Business listings on Google and other online directories, can quickly be forgotten.
From experience, we’ve found that reaching out to all the teams within your business helps make sure every vendor and partner knows. You may also want to run a marketing campaign to ensure customers know your new location too.
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5. Testing Tech and Infrastructure
For a business, having the right technology – superfast internet access, reliable Wi-Fi and telecoms etc. – in place is essential for a smooth move.
It’s also the perfect opportunity to reimagine how you interact with customers, whether that’s online, over the phone, or via newer channels like WhatsApp or Chatbots!
So, as you imagine how your new space will improve the employee experience, also consider the technology that could improve the customer experience and use the move as an opportunity to implement new tech, systems and best practices.
And make sure you test everything before the big day, too. You don’t want bugs detracting from the positive experience of opening your new premises!
With the right approach, moving offices is an opportunity for growth and innovation. Funnily enough, that’s exactly what we think about the communications and network technology that we offer to our customers, too.
If you’re planning on moving offices and want to ensure that your communication, collaboration, and internet technology are ready, don’t hesitate to call 0330 058 0699 or visit IPEX.technology.
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