Let’s face it! Moving an office is a daunting experience. Bearing in mind all the equipment, furniture, documents- it may seem an impossible task.
It’s stressful, demanding, and requires a lot of your time and energy.
But with the knowledge, guide, and right office removalists Melbourne, you can make this transition easy and smooth – both for yourself and your employees as well.
Therefore, we’ve prepared a step-by-step moving guide to help you through the process of relocating your office.
Let’s take a dig into it:
Start planning in good time
So you have decided to move your office- Great! When it comes to relocating an office, you must be on your toes. If you don’t, you’ll find yourself scurrying at the last minute.
Start with a plan and a structure- who will be doing what, how they’ll be doing it and when they will be doing it. Delegation of responsibility is key!
In addition to figuring out how to move and when to move, you also have to lay a plan as to where things will settle in the new office.
You can’t just throw things off in the new space without any proper layout. Use a blueprint to figure out the layout of the new office and also take into consideration whether you need anything new.
Start planning at least 2-3 months prior to the move to ensure a smooth move. Don’t forget to plan your budget!
Designate a move manager
You have delegated the responsibility! Now you need someone to ensure everything is working smoothly.
For this, you need to appoint a move manager who can follow-up on your behalf. The best person to help out in such situations is an administrative assistant. You can even appoint removalists to help you through the entire process.
Carry our research to hire the best office removal company
When it comes to moving commercial space- we always recommend doing personal research and get quotes from different removalists.
This will help you get a better idea about their services and the cost involved in hiring removalists.
You can hire office removalists Melbourne because they provide full service- starting from packing, loading to unloading, and everything in between.
In case you hire some other company, enquire whether they have prior experience in relocating offices and give them a clear idea about all the works involved- so that they don’t back off at the last minute or demand extra charges.
Assign everyone the task of packing and unpacking their desk
This step will prove to be a major help to you. When moving commercial areas, small help from the employees means a lot. Give a heads up to your employee of what is expected from them and assign them the responsibility to pack their desk.
This will save time and also help to elevate a sense of responsibility among the staff. Allow them the time to pack their desks so that along with you they also have a clear idea- what is going where.
Don’t skip I.T.
This is where most office relocating staff struggle with-disconnecting and connecting all tech. You can’t outsource this task- therefore you have to be extra prudent in this step.
Once you’ve finalized the day of the move, ask the I.T department to draw a plan of transferring all office equipment- servers, computers, phones, the data plans, the mobile signals, the internet speed, and many more.
This is an intricate job and you need to be vigilant and an early bird in this case.
Donate or get rid of all items that you won’t need in the new office. Make a list of all the important equipment that you’ll need the most. Many non-profit organizations take up used techs. Draw an effective plan and make the most of it.
Get a handle on building rules
This step is to ensure that you know the rules of the building that you’re moving out and into- unless your company owns the building.
Many buildings don’t allow move in during business hours because it hampers other offices. You may also require special permission to use the elevator.
Whatever the case may be, to know and understand all these rules, contact the building management. This will help you to schedule the best time for the move.
Replace the address in your documents and letterheads
Since you are sure that you are moving to a new office- new address- you must start updating your address in envelopes, business cards, letterheads, etc.
You should also inform your clients about the changes in address, especially if they transfer important documents and items regularly.
This is one important step that takes time and should be dealt with casually.
Don’t forget labeling your boxes
If you don’t want to spend ages searching for important documents and items in your new office- you better follow this step diligently. Label every box while packing- along with a number and location.
To make things easier prepare a spreadsheet to list each box with the number and the items that are packed in it.
Though it may demand a bit of your time, it will make things easier on your part to access important documents and items.
Make sure everything will fit perfectly
Assuming you’re moving permanently, you need to make sure that all the items from the old office fit perfectly in the new one. This includes your furniture, conference tables, fridges, coffee machines, large electrical equipment, and more.
To save time, energy, and money, take measurements of these large items, and compare them to the dimensions of the new office. This is a step that you should undertake before moving-not after.
Celebrate your new office
This is the last and the final step! Relocating an office is stressful for everyone- including your office staff. Throw a small budget party to make this move happen successfully and as a token of gratitude.
You don’t have to plan anything big, but a small celebration will make your employees feel appreciated about their efforts and also a great initiative to start new things in the new office in an exciting way.
You did it!
You finally undertook a challenging task and did it with a lot of planning, efficiency, and care. Congratulate everyone that helped you through this stressful process. It’s time to enjoy the new space with new plans.