At first glance, the sheer idea of an office move can feel daunting. After all, there are so many moving parts and items to account for—and as a business owner, you want to ensure the process is as seamless as possible so that your downtime is minimized and profitability is protected.
Therefore, follow these tips, create a checklist, and feel confident that you are prepared for your relocation. Of course, for more help, contact the team at Connectivity—we handle a variety of key services for companies big and small.
Elements to Consider
The following items need to be considered or already in place at your new location on top of the transition of your actual office furniture and equipment:
· Electrical outlets and power requirements
· Data cabling for computers and phone
· Wi-Fi
· Lighting
· CCTV and Access Control
· Mobile phone signal efficiency
· Incoming services such as broadband and telephone lines
Also, take note of the following items on your to-do list:
· Hire a commercial relocation expert that has dynamic experience in overseeing and managing complex moves.
· Take an inventory of your technology and get rid of outdated or unnecessary equipment. Upgrade accordingly.
· Contact appropriate utility companies and arrange for service turn on/turn off.
· Inform customers regarding your change of address.
· Meet with employees to discuss the processes and procedures used in the move—before, during, and after.
· Set the relocation date.
Office Move Best Practices
· Develop a timeline: Consider your business calendar and be aware of important dates, customer service requirements, employee scheduling, supplier deliveries, and the like that are already pending when developing a moving timeline. Coordinate your business move around these pertinent dates and ensure you are informing your employees, vendors, property manager, and other stakeholders of what to expect.
· Engage in space planning: A professional is likely needed here in order to make correct and efficient use of your new space. For instance, it must be ascertained whether new furniture is needed, how existing equipment or furniture will be utilized, how desks will be situated for effective workflow and collaboration, and what new equipment might be needed. Sometimes, a space planner will be provided by your new landlord, make sure you ask about this when you sign your lease.
· Address and assess the existing infrastructure: Understand if you have floor boxes and power in the right locations for desks; how many data points you need for computers and phones; how many Wi-Fi access points are required to cover the office; and the phone signal quality and if you need a booster installed. Evaluating this prior to the move can prevent disruption after the move.
· Announce the move: Ensure you create an email blast, newsletter, or short video plan to let employees know about the move and communicate everything they need to be aware of. Talk about the following points: new office name and address; moving date(s); key features related to the new office; and employee requirements.
· Set up IT and telecommunications: Make sure your IT and telecommunications processes are set up and live when the employees arrive at the new office. This also means that you must ensure proper network cabling because the previous tenant might have removed all data cabling when they moved out. Furthermore, verify that the Internet speed you require is available at the location of your new lease. If you need a certain speed, confirm that the provider offers that capability.
Finally, another good practice is to coordinate a deep clean of any equipment that is making the jump from your old location to your new office. Especially in the time of COVID-19, proper sanitation and cleaning practices count so much toward achieving a productive and efficient business environment. Check to see if the relocation expert you work with also provides deep cleaning services, so your new space is spic and span upon arrival.
For more information about how Connectivity enables a plethora of best practices in any computer or office relocation endeavor, reach out to our team today and schedule a consultation.