Commercial relocation is equally exciting and challenging. Safe Ship Moving Services community considers that the transition of a new and modernized improved workspace is a great way to enhance business image and employee morale as well as productivity. However, the process of relocating an entire office seems to be overpowering without insightful planning and execution. Make sure to follow this expert guide which outlines the crucial steps to make an office moving process smooth, peaceful, and enjoyable.
Initiate Early by Forming a Relocation Team
Considering the complexity and elaborate job of office moving, make sure to start the planning process at least 3 months before the move. Form a dedicated relocation team consisting of key personnel from different departments to understand their job, collaborate, and manage the whole moving process seamlessly. Members of the team should be allocated well-defined responsibilities according to their roles. This will ensure efficient decision-making, clear communication, and flawless coordination which is integral throughout the relocation process.
Develop a Budget with a Timeline
Having a detailed budget covering all areas of the moving project including cost toward packing, moving, potential downtime, costs for new office setup, and unforeseen expenditures. With a clearly defined budget and schedule for every job will help stay organized and on the right path throughout the process of moving.
Take Inventory
Taking a total stock of outdated and worn-out office furniture, machines and supplies that no longer be used or moved is important. An inventory of details of these supplies helps in deciding which of them can be donated, recycled, and disposed of. This will help in avoiding the unwanted expense of moving.
Hiring a Reliable Moving Company
Necessary research for hiring a reliable moving company like Safe Ship Moving Services is important in dealing with the commercial relocation job effectively. Get quotes from several moving companies specialized as commercial movers, and make comparisons of their services, customer reviews, and pricing before choosing one. Make sure that the company chosen can provide coverage of insurance to protect the valued assets of the business in the event of damage or loss during transit.
Notify Stakeholders
Inform all relevant stakeholders including employees, vendors, clients, utility providers, and all others who are related to the business operations – pertaining to the upcoming office relocation with adequate lead time. Make sure to update regularly to keep everyone well-informed through the relocation process.
Plan for IT and Communication Infrastructure
Sit with the IT team and coordinate with them to disconnect, pack, and re-installation of computers, hardware, and other networking equipment at the desired location before the schedule. Also update the corporate website, social media sites, and other online mediums with the new address and contact number of the business.
Organize Packing and Labeling
To streamline the unpacking and setting up process at the new office, developing a well-organized packing and labeling system makes sense. Each box should be clearly marked with its contents and the name of the department they belong to.
Before leaving the old setup, conduct a walk-through for the final time to make sure the space is left in good condition without leaving anything behind. Undertaking the needed steps to restore the workspace to its original status is essential as per the agreement of the lease.
