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How to Plan and Organize an Office Relocation

How to Plan and Organize an Office Relocation
The Siliconreview
28 May, 2019

As with any major business project, proper preparation and planning are absolutely key to any successful office move. Once you have made the decision to relocate your office, you will need to come up with an office relocation project plan, which is one of the most important first steps that you can take. A good office relocation plan will outline the necessary tasks to complete a successful move. Additionally, it should also outline each member of staff that each task will be delegated to. Creating a clear outline of each step in the moving process allows you to ensure that no tasks are missed and that they are completed in the required order and timeframe. Following a solid project plan means that downtime and loss are kept to a minimum, with a move that’s successfully completed within budget and on time. Let’s take a look at some of the main things to include in your relocation plan.

#1. Choosing the Right Moving Company:

One of the most important things to include in your plan is details of the moving service that you’ll be using. Before completing your project plan, it’s a good idea to determine whether or not you will be using Texas full service movers. Working with a full-service mover means that details of the physical moving of your office equipment, furniture and supplies can be delegated to a professional move coordinator, taking a lot of the stress out of the whole process for you. Since your mover will manage the relocation for you, you can leave these details out of your plan and hand it over to them instead. If you’re looking for a company to help you with this, try Philips Moving who have a professional team of office movers who will ensure that everything from your office is handled with care for a location change that runs smoothly and stress-free.

#2. Inform Employees Early:

You should make sure to inform your employees of the upcoming move as early as possible, even if you are only relocating to a short distance away, to give them enough time to adjust and prepare. If you are planning a long-distance relocation then your employees should ideally be given even more time to get ready for the change, and you may wish to consider discussing any relocation packages that will be offered to each member of staff. Keep employees regularly informed and up-to-date throughout the process via regular e-mails, posted notices, and staff meetings.

#3. Consider Employee Needs and Future Growth:

If you have not yet settled on new office space to relocate to, then it’s important to take into consideration the amount of space that you are going to need – not only for your current employees but also when taking into account any future growth that you hope to achieve. You should also keep this in mind when deciding on the type and length of a lease for your new office, or whether you would prefer to buy an office space rather than rent one. Lastly, don’t forget to consider employee needs when selecting a new office space for relocation. How easy is the new office to get to? Is it close to public transport links? What about car parking spaces? If you have clients regularly visit your office, is the new location suitable for these meetings?

#4. Replace Outdated Furniture and Equipment:

An office relocation is a great time to think about de-cluttering the office and having a clear out of furniture, equipment and other items that you no longer use nor need, if you want to replace those you can go check some commercial office furniture dealer for options. Over time, items can begin to accumulate in the office and when you’re working full-time it can be difficult to find the time to dedicate to tidying up and getting rid of surplus items. Draw up an inventory and decide which items can be removed or replaced. For old office furniture, you may want to consider donating these items to new and upcoming businesses in your area, or to schools who can make use of these unwanted items.

#5. Go Digital:

Last but not least, an office relocation is also a perfect opportunity to remove any last paper records and make the switch over to fully digital for your company. Take the time to purge any unnecessary paper files and move any existing paper records that you’re holding over to digital. If you’re storing records on physical servers, you may want to consider additionally investing in off-site records and server storage space to free up space in the office. However, moving all records to the cloud if possible is not only a smarter and more secure method of doing things, it also means that there’s no need to worry about providing a physical space for records to be stored in.

An office relocation project can be a busy and stressful time, but with the right plan of action, you can get everything done efficiently, on time and within budget.