If you are moving your office and want to ensure the relocation effort is a success, there are a few preparatory steps you can take to minimize your company's downtime, reduce stress, and maximize the success of the transition process. Here are four steps you can take to prepare for your office moving project and ensure that the relocation process will be as efficient as possible:
Establish clear and constant communication with your employees and movers - Keeping your employees in the loop about the move and working closely with your movers long before the actual relocation can help ensure that everyone involved with the project is working in unison. Alerting your employees about the upcoming move may even encourage some of your more ambitious employees to help prepare the business for the upcoming move.
Create a communications network plan - Unless you're running your business with only pen and paper, you will want to have a skilled communications technician coordinate the removal and setup of your computers, phones, printers, and other office communications equipment. This individual can work alongside the office moving team and arrange for your office equipment to be relocated as quickly as possible. The individual in charge of the technology side of the move can also test the system after installing it at your new workplace to make sure everything is running smoothly before you reopen your business to the public.
Have your employees move their own personal effects - You can save time and money if you have your employees pack their own files, books, and cubicle items. Be sure to provide at least two medium-sized cardboard boxes to allow them enough room to pack their items, and make sure each employee clearly labels his or her name on these boxes. Make sure to account for at least a half day for your employees to move their belongings so they still have room in their schedules to complete their regular tasks. It's important that this side of the move occurs right before the movers relocate the office cubicles so your employees can set their personal belongings up during the next business day and return to their normal duties as soon as possible.
Move during off hours - You can minimize any interruption to your business operations if you plan the office moving day for a weekend or another time when your business is either closed or typically experiencing a slower flow of customers. Many office moving companies expect businesses to move at night or on weekends and are prepared for handling a move during those times, but be sure that the moving company you are considering indeed does execute moves after normal business hours. Also, find out ahead of time if there will be any overtime charges for moving during those times.
If you start the planning process as soon as possible, you will have more time to prepare for each step of the moving process and iron out any issues that may arise. If you follow these steps, have backup plans