Moving offices can create a great deal of stress, which is why you want a step-by-step plan created ahead of time. Simply Put, planning is one of major relievers of stress.
In the first part of this look at office relocation we provided a checklist for the build-up to an office fit out. Now we’ll take a look at how to ensure that the move itself goes smoothly.
Checklist for a Seamless Office Move
Approve the Plan
With the move itself on the horizon, now is the time to approve the design of your new office. Ensure that you are happy with all of the aspects of the design plan, from the design features (like the lighting, colour scheme, and décor) to the location of the copiers. Here are some great office design ideas for last-minute inspiration.
Decide on Salvageable Items
Sometimes parts of your existing furniture or office equipment will work in the new office. Work with your fit out company to determine which parts of your existing office will be coming with you to the new one, and which parts don’t have a home there. See if you can sell or possibly donate items which aren’t making the move. EBay is helpful on this front.
Decide on the Best Moving Date
Is there a get-out clause in your lease or does your company stand to lose a lot of money if it moves before the lease is up? Decide on the best time to move, contractually speaking, and formulate the final moving dates around that.
Book with Support and Movers
You’ll need to ensure that the external components of your move are available and aren’t going to negatively affect the plan. Make sure that you inform your IT and telephone service providers of the move well in advance to ensure that they can accommodate it. The same goes for the movers; be sure to book the move itself long before the date.
Inform Clients of the Move
It goes without saying that there will be a period of downtime during the office relocation. It is a good idea to inform your company’s clients of this fact and make necessary plans to continue a level of service even whilst the move is taking place. This might involve outsourcing (here is what to look for when outsourcing accounts) various aspects of your business, or arranging a temporary office.
Co-ordinate the Move
You want to move in a period that will cause the least disruption to your business. If your lease allows, you could time the move to coincide with a period of traditional downtime. If not, it might be worth arranging the temporary office we mentioned in the previous point. This requires more logistics, but is an effective contingency plan in case the move is delayed due to unexpected circumstances.
Make Your Office Fit out a Breeze
Whether you are moving offices or refitting your current office, the process is always smoother when you have a good plan and you work with innovative professionals. Hopefully the above checklist helps with the plan. And, as far as the innovative professionals go; Virtus Contracts is only a click or a call away!
