If only moving was as easy as bringing a laptop from one office space to another, but it’s not. It requires proper organisation and planning to be successful. If you’ve been given the task of arranging your relocation, you may be wondering where to start and what to include in your plans. So here we’re providing you with a brief guide to a seamless transition.
1. Create a core group for the relocation
This should include representatives from operations, finance, HR, IT and other departments who will play major roles in the move. If possible, have someone from higher management too. Then, decide on how you will be centralising relevant information and how often you will be meeting to review your schedule and discuss any issues that may arise.
2. Set your budget and purchasing process
Ask the management how much you’re allowed to spend and how you should go about move-related purchases. This includes finding out if you will be able to use the company credit card, if you have to submit invoices, or if you need to get approval for vendor contracts. Have everything down on paper so it will be easier for you to keep track.
3. Pick a suitable place to move to
With your moving team, think about what you dislike about your current workplace and what you’d like to have in the new one. Look at ways to resolve any issues that exist in your present office, be it lack of soundproofing in the meeting rooms or limited space in the kitchen. Keep this wish list in mind when finding options for office spaces to let.
4. Involve the other employees
Assess what people will need and give them a chance to express their concerns about the new space. You could even seek their input for the proposed floor plan or colour palette. Also, talk to the department heads regarding workflow management during the transition, especially if there are any critical project deadlines within the time frame.
5. Decide what to take with you
Take some time to review your inventory and label what can be thrown away. Avoid accidentally discarding important items by checking one area at a time. Should you need to dispose of chairs, computers and other big-ticket items, it may be a good idea to plan a moving sale. This way you can get additional money to go towards the relocation.
6. Notify everyone who will be affected
Sure, all of your employees have been informed but how about your vendors and customers? Make the announcement well ahead of time to minimise disruption to your services. Forward your new address to your partners via email. Also, post the information on your social media accounts so everyone will know where to find you after your move.
7. Keep packing and unpacking organised
Have your IT department disconnect workstations for the movers. The same people should reconnect the equipment at your new office space All boxes have to be properly labelled. This will help you determine which items will have to be unpacked first and which can wait until the dust has settled.
You don’t have to follow the guide step-by-step but we hope it will point you in the right direction, so you won’t feel lost when planning and performing your office move. The desired result is to make your transition a successful one.
Are you still at the stage where you’re looking for a new location? The Biztec Group can provide 2-person offices to larger suites to suit all your needs. We have office spaces in Bedminster, Avonmouth, Kingswood, and Brislington for you to choose from. Contact us on 01179 082222 to learn more.