The process of moving office is something other than moving out. In general, there are many more people involved in an office move than in a house move. Therefore it is necessary that the organization be even greater. In addition, for a company to move out of office supposes to stop being operative during some time, or at least not to produce 100%. Therefore, studying the costs, having good planning and making an efficient move is of vital importance.
Whether you are a small, medium or large company, we bring you some tips that will help you make the office move as organized as possible. These tips will help you whether you are going to have a moving service or not.
- Plan your budget and analyze options
To make the budget for an office move, keep in mind how long it will take to do the move because during that period you will not be 100% productive. Apart from that, you will also have to consider the costs of the move itself.
Once you know the budget that you can allocate to the move, compare the options available to you. If you are a small company, maybe you can consider making the move on your own, although it is not recommended.
While moving to another location it is necessary to do proper research of the new location. This will help you in the proper management of your company’s equipment and this will prepare you physiologically for the new location.
If your company is a little bigger, analyze the offers of different moving companies and choose the one that best suits your needs. Do not forget to consider factors such as the quality of the packaging they use, whether they have insurance or not, if they have furniture storage service to store furniture during the move.
- Choose the transfer date
Choose the date of your move strategically. If your company is big and it will take you a long time to move, you can choose to do it during the months of least activity in your sector.
For example, as a general rule moving during the summer months can be a good option, although you will have to take into account the holidays of the employees.
- Plan your office move in advance
One of the keys to moving the office is efficient is that each person has clear and concise instructions on what to do, when and how.
Every employee of the company should know what their role is within the movement. For example, perhaps you should be responsible only for packaging your personal items or you can also be responsible for the transfer of a certain type of documents.
If the company is very large, assigning managers to coordinate each department can help you organize better.
- Move the computer equipment first
One of the first things that must be moved is the equipment or systems that need a long process of assembly and installation. For example, computers, telephones…
It is convenient to transfer them to the new office as soon as possible so that the technical team can go ahead with their installation.
- Have an inventory
Taking an inventory to move an office can be a challenge, depending on its size. But it will help you not to miss anything during the move and to find the objects more quickly once you are in the new office.
For the inventory, it is recommended that you organize it by departments and that each department is responsible for collecting what each box contains. And of course, label the boxes according to the inventory to locate them later.
- Essentials box
Each employee should have prepared a box of the essential objects he needs to be able to start working as soon as possible.
In this way, as soon as the furniture and minimum equipment needed to start work are ready, the employees will be able to resume their tasks while the rest of the office is assembled.
- Plan the necessary material
To make a move, you will need a series of basic supplies: tape, boxes, scissors to cut the tape, bubble wrap … Plan everything you need so that the move does not have to be interrupted for a reason like that you do not have the tape.
- Have a vehicle available
If your company is small and you have decided to make the move yourself, make sure you have a vehicle available for the day of the move.
If you are a bigger company or you have decided to have professionals that move you, you will not have to worry about this.
Either your company is big or small please check the license of the company whom you hire for the movement from the Department of Transportation. Check reviews and ratings of the company also. Do not stick yourself to one company for movement check reputation of a number of companies. And hire the vehicles of a company for movement only after proper verification.
9.Advise your customers and suppliers
Do not forget to notify your customers and suppliers of the change of address. And do not forget to update the address on your website, Google My Business, stationery, business cards…
You can inform your customers through email about your change of location. This will help your customers not get any type of difficulties while visiting or having some work in the company.
And of course, you will have to recycle the business cards with the old address. This way you can avoid any possible confusion of address with a client in the future.
10.It has professionals
Have the size of your company, the best thing is always to have a company of professionals of the removals to help you, to make the move more effective, and the packaging is safer…
If your office is small and you really are very few, you can consider making the change yourself. But you will save many complications and headaches by hiring the services of a company specialized in removals.