How to Make Office Moves Easier

1. How to Make How to Make Office Moves Office Moves Easier Easier

2. A corporate or office move is a specialised job on its own. Whilst the process is almost similar to moving houses, office moves are more complicated and involve detailed planning, effective communication, and coordinated movements of everyone involved. For business owners, moving to a new office is not a decision that is made in a day. They have to consider the pros and cons of relocating their business to a new location, as well as think about how the move can affect their operations, including work/production hours and employee relocation. If the business is being moved to another city, there's a chance that not all employees would be willing to relocate.

3. Create a detailed plan When it comes to moving offices, everything must be carefully planned to avoid any mishaps, as well as thoroughly discuss any issues or concerns that staff may have regarding the move. Floor plan/Seat plan Moving to a new office is a good opportunity to create a more strategic seat plan or floor plan for your office. If you have teams that increased in number over the years, this is a good chance to put them all in one room or area in the office to make collaboration and brainstorming easier. Carefully consider the placement of office equipment and other items that may be useful for the staff. Office equipment Prior to moving to a new office, it would be best to look into office equipment inventory. Check the condition of your equipment and decide if it's worth moving to your new location. If there's anything in your inventory that is defective, worn out, unused for a long time, consider disposing or recycling them to lessen the things you need to pack. Work with IT to plan disconnection and boxing of equipment Your IT team will be the busiest as your moving day approaches. They need to be informed as early as possible so they can carefully plan a schedule to back up important data and disconnect systems without interrupting production or affecting the output of the staff.

4. Communicate and involve your employees Getting everyone involved is an important factor in ensuring that the move will proceed smoothly. Depending on the distance they need to travel to get to the new office, some employees may not be willing to relocate. Hence, keeping them informed will give all parties involved more time to discuss crucial details. Knowing important details about the move will make it easier for the staff to wrap their heads around the upcoming change. Involving them as early as possible may also help in making sure that no part of the moving process is overlooked, especially as the big day approaches. When you call for a meeting or send them an email regarding the move, it would be best to provide the details listed below. New office name (if applicable) and address Moving date [if undetermined, provide target date(s)] Reason for moving Provide a timeline for the move

5. Hire professional movers To avoid delays in moving your office supplies and equipment, it is highly recommended that you hire professional furniture removalists to handle the job. While it may be a little more expensive than a DIY move, it is a much safer option since professional removalists have the right equipment to make it easier to move heavy and bulky office supplies and equipment. Onsite visit to determine requirements Whether you are able to form a team for planning the move or you have assigned one person to get the job done, you can be confident that every detail of the move is considered and planned with care. The details of the move will also be communicated to other members of the team. Those in charge may give instructions on what the employees need to do and to make sure the transition goes as smoothly as possible. Secure moving date(s) Aside from packing personal belongings, employees may also be asked to help in packing some office equipment and supplies, especially those that are in their workstations. When possible, enlist their help in checking the condition of the equipment that they are currently using. This way, it will be easier to note if there's anything that needs changing before the move or if some of the equipment that is currently in use is worn out or defective. Get packing materials and moving equipment Work with some managers or team leaders in making sure that everything in their respective area or workstations are cleared of personal belongings and some office equipment is cleaned or ready to be packed for the move.

6. Create a backup to protect your data Backup data and files on computers No matter what industry your business is in, you need to make sure that you have a backup of all important data, especially those that are crucial for your day-to-day operations. If nothing goes wrong with the systems, you will have fewer problems when it comes to restoring the systems required for your work, as well as important records that contain the data provided by your customers. Organise printed documents and records Whilst the majority of businesses already use digital records to keep important documents or confidential information provided by their clients or customers, some businesses still keep hardcopies for reference. For example, some inventories are still recorded manually and important documents such as contracts, licences, and permits are still printed out. The best time to organise these documents would be before packing them in safe sturdy containers. This way, you can get rid of the ones that are no longer relevant and lessen the things you have to pack. When possible, sort the documents and organise them in labelled containers to make it easier to store them when it’s time to unpack at your new office.

7. Remove or pack personal belongings of employees As mentioned above, getting your employees involved in the process can contribute to making the transition easier for them. If their help is not required in packing other office supplies equipment, you can delegate other tasks for them such as cleaning their workstations and packing personal belongings. Sort which items to bring and dispose of unwanted items A few days before the scheduled moving date, your staff should start sorting the personal belongings on their workstations. This is important especially for staff members who have been working in the company for years and have accumulated a good amount of gifts and other items over the years. It would be best to dispose of worn out items, old stationery, and broken accessories. As much as possible, just take items that will be useful in the new office. Pack personal belongings Once you have decided on which items you’re going to bring, get a sturdy box or container and start packing the items that you won’t be needing until the move is complete. This will make it easier to locate their belongings, as well as make sure that none of their belongings will be left behind or lost during the move.

8. Inform clients/customers about change of address Your office address is a crucial part of the business, especially if your business requires frequent delivery of materials, meeting with clients in person, or it acts as a physical store for your products. Schedule a meeting When possible, schedule a meeting with your clients, customers, or suppliers to inform them about the move. Take this as an opportunity to discuss important details, including supplies and deliveries, client consultations and meetings, and other business transactions you need to conduct in person. Whilst some arrangements can be made using email, it will be easier to discuss and exchange ideas on how to make all necessary transactions smoother. Send newsletter Another way to inform your clients, customers, suppliers, and/or business partners is by sending them a newsletter which includes the name and address of the new building. Whilst they may be able to look it up online, not all people would take an effort to do so. If possible, attach an image of the building and provide simple directions on how they can reach your new location, with your current address as the starting point.

9. Make Final Preparations Once everything has been packed, double check all areas and workstation to make sure everything has been packed and labelled properly. Labelling all containers may take extra time and effort, but it is very helpful in keeping things in check when the items are delivered to the new address. It will also make it easier to locate the essential supplies and equipment without having to unpack everything.

10. if you need help with your moving plans Contact Us Below: Queensland Phone: 1300 653 884 Northern Territory Phone: (08) 8947 1922 International Phone: +61 7 3280 3533 Email: sales@whybirds.com.au Website: https://whybirds.com.au/