Upheaval is inevitably going to be part and parcel of time spent relocating to another office space, be that one just around the block, or in another start entirely.
Whether you are the manager of a large team working out of a modern, sprawling entire floor, or a family-run small group of invested and dedicated employees who also double-up friends, moving offices does not need to be stressful.
With this in mind, here are five tips to help you move to another office space.
1. Maximize the Opportunity to Deep Clean
Upon receiving the keys and the contract for your new office space, you would hope that the entire area has been thoroughly cleaned, with every electrical outlet checked and safety assured and with anything else you require in place and fully functional.
At the same time as deep cleaning the office you and your team are vacating is the right thing to do, you should also take the opportunity to clear out unnecessary paperwork and documents, old and broken equipment and essentially anything else you simply have no need for.
Moving forward, in your new location, you will have more space and room for the items you actually use and need.
2. Save Time & Money by Arranging Shipping
Another essential tip is to ensure you arrange professional shippers to transfer the entirety of your office inventory from your old office to the new one (just make sure you choose one with the right level of insurance and pages and pages of excellent reviews).
See for yourself just how much money you will save and get a quote from a reputable and renowned shipping company to discover the no-nonsense, one-off cost of transporting your workplace belongings.
3. Change Your Workplace Address Ahead of Time
Even though it may, at first, seem counterintuitive to change the official address of the business before you have actually relocated, if you think about it logically you will see that it is far better for documentation to arrive where you will permanently be, rather than where you will only be working temporarily.
As soon as you have signed on the dotted line, ask the landlord or commercial owner of the building in which the new office is situated to keep by any mail or any other correspondent that arrives at that address.
Appoint a certain member of staff to drop by on certain days of the working week or, if this is not possible or else you are relocating to an entirely different state, then ask for the mail to be forwarded twice a week should you need the paperwork before the actual moving date.
Furthermore, make sure you remember to update the address of the company on your website, social media sites, business cards, and at the top of your letterheads too.
4. Choose a Project Manager
Not only should you be constantly updating the entire team on the latest stage of the relocation process, but (unless your company is family-run and particularly small), choosing a project manager will help increase the chances of a simple move.
The employee you choose needs to be a dab-hand at multi-tasking, as well as someone in a good position to communicate all necessary and helpful information to every single one of their colleagues. They can also act as your ‘middleman’ for any last-minute issues that need to be addressed.
5. Protect Client & Company Data
Finally, but crucially, should you want to have the best possible chance of a smooth and unhindered upgrade to your new office space, you need to be sure the entirety of your data and information is protected during the move.
Even with the best will in the world, if you fail to put safeguards in place, anything could happen to one or more files and even pieces of hardware moving from one office to another, even if you are only moving around the block or to another location within the same building.
One of the top recommendations would be to install digital visitor management software on the new site, which is essentially a cloud-based system that offers the topmost level of protection.