By Vanessa B
Moving to a new office is an exciting prospect for any business, but managing the relocation can be a stressful process. Many companies delay their moves to avoid the burden, opting instead to stay in cramped, inefficient, and costly facilities.
It’s unlikely your business will be tasked with many relocations, especially if you are having this office building fitted out to meet your specific business needs. To help you avoid as much stress as possible, we’ve compiled this handy list of tips so your relocation can be a seamless process.
Before you begin a relocation, it is critical that you start planning as soon as possible. Understand your business requirements, such as budget and the timeframe you will need to work to, and familiarise yourself with your new space; study the floorplan to identify where components for daily use can go and design the workspace layout. Once you have all of this in hand, choosing a moving date should be a more straightforward task.
Investing in a tailored fit-out is a chance to get the most out of your office space. Add a beautiful reception area with seating to impress your visitors and clients, or create break-away activity stations for your employees to collaborate across departments easily. Your staff will love coming to work in a state-of-the-art and stylish office space with their every working need in mind, but why stop at workspaces? Install a kitchen that’s not only fit for purpose but gives your teams a great place to enjoy their lunches and breaks.
Boost the wellbeing and productivity of your staff with spacious layouts and built-in technology; well-designed fit-outs reduce stress so that your employees can focus. Let in copious amounts of natural lighting and give your workers the options of sitting or standing desks that will keep their blood flowing and increase energy levels.
Every office is unique, and you can still have an amazing fit-out even if you’re downsizing. A small space can still be transformed into a gorgeous haven for productivity with the right designs.
However, if you’re unsure of the impact a fit-out would have on your budget, head over to Amos Beech and use their office fit-out costs calculator to get a better understanding of the costs and why a fit-out is a must for any business.
When planning a relocation, communication is essential. The first part of ensuring adequate communication throughout the process is to keep your staff up-to-date with all moving plans and time frames. Notify your employees of any essential changes or procedures in regards to the new premises; making sure they’re aware of the new address, phone numbers, parking arrangements, and any new building rules is vital to a smooth transition. Encourage your teams to follow moving checklists to ensure that all areas are covers and that nothing gets missed. Change can be unsettling for your employees, and keeping the lines of communication open for any fears or questions will bolster their morale.
Communication with your employees is only one part of making sure everyone is informed of the relocation. Contact your suppliers and clients to let them know when you will be relocating, your new address, and when regular business practices will resume. Ensure your websites, social media platforms, letterheads, and business cards have also been updated with your new business location and phone numbers. At least a month before the move, contact search engines to have your online listings updated with your new details in addition to the multimedia platforms you manage.
Tackling a relocation for the first time can be a daunting task which is why hiring a project manager to oversee the process will help remove the stress when undertaking a move. A project manager will shoulder the responsibilities of coordinating with stakeholders, organizing fit-out planning, furniture, equipment, and anything else your business needs during relocation, ensuring your company stays on budget and schedule.
Having a single point of contact to guide you through relocation is only a part of the benefit having a project manager brings. Inevitably you will have push back from employees with concerns about some of the changes, whether that’s amenities or workstation layouts. A project manager has a perfect skill set to properly communicate the reason for these changes to leave your staff satisfied and happy.
During the relocation process, you need to ensure that your important files, hardware, and irreplaceable data are backed up to protect them from loss when moving. A move for any company is a busy time, and if you’re not meticulous with keeping track of the vital business data, you could end up losing documents to damaged servers or hard drives.
A cost-effective solution for backing up your data is to invest in a cloud service. Security is the number one concern for cloud service providers, so you can rest assured that your company data is protected during the move.
Using a cloud service is not just beneficial during a move, though. Many organizations have found that it improves productivity and makes collaboration between teams, departments or offices around the world a smoother process.
Clear out the clutter before you relocate so you don’t take it with you. Recycle any unnecessary papers or old files that are no longer relevant to current business practices. Remember to donate or sell old furniture and equipment that you no longer need rather than throwing it all in the skip if any of it is still in good condition; anything that is broken or no longer works should be recycled where possible.
In this world post-pandemic, it would also be beneficial to have your current office deep cleaned by a professional to leave it in the best condition possible for the new tenants or owners. Once your fit-out is complete, you can also use the same company to ensure that your new office is safe for all your staff after having many people inside to complete the works.