Recent global trends show that the way in which people work in office space is changing. Many business parks are adapting to new business models, which translates to a growing demand for modern office designs. These could be coworking spaces, hybrid rooms, and even virtual meeting offices.
Thus, many companies prefer to move to new offices with their preferred layout style instead of redesigning existing corporate spaces from scratch. However, moving offices presents unique challenges and considerations you should be aware of to streamline the process.
Here are five things to know when moving your team into a new office:
1. Early Planning Creates Preparedness
When your office space is finalized and signed off, you should begin planning for the move as soon as possible. This should include hosting a meeting with your staff and organizing how you’ll all prepare for the move. Doing this is essential because moving offices affects your team’s commuting and transport costs, which they need adequate time to adjust to.
Furthermore, you can assign different moving tasks to each department and create lists of items that need to be moved. Once you have an idea of all the moving items, you can then draft a budget and set aside funds for the move.
Additionally, this gives the entire staff a chance to familiarize themselves with their new space. Hence, they can help with spatial planning and office arrangement so you can picture how the equipment will be positioned.
2. Updating The Office Address
Moving to a new office space means you’re essentially changing or expanding your company’s location. As such, you’ll have to add the new office address to letterheads, official documents, websites, social media, business cards, and business finder apps. This is essential if you have client-facing work or shipping products so that people will be able to find you.
Additionally, it’s also important for mailing purposes so that the district, post office, business insurers, telephone line providers, utilities, and tax offices can register your new address. This ensures your packages and bills will be sent to the correct place. In some instances, you may need to fill out a form online to complete and formalize this process.
3. Find A Suitable Moving Company
Not all moving companies are created the same. Hence, you should find one specializing in moving office equipment, particularly if your office move is long distance. They should have a team of experienced professionals in packaging, handling, transporting, and offloading tangible corporate assets of all sizes.
Meanwhile, you can research moving companies that offer value for money. Consequently, this service can quickly become costly when adding fees for large items such as printers, photocopying machines, and monitors.
On the other hand, some delicate items will need special packaging to protect them from elements such as rough driving. A good rule to follow is to get quotes from at least three companies and decide which one balances pricing and service quality.
4. Moving IT Needs Time
It’s no secret that information technology (IT) is the most complex department to move and set up in a new office space. This is because they’re dealing with costly hardware that contains your company’s technical infrastructure. Moreover, this task involves moving your wireless network cables or disconnecting them.
Depending on your team’s software, changing locations can affect your security when logging in to a work account. Also, your staff will also need to pair their devices to the new internet network.
Significantly, these considerations need sufficient time to manage and prevent future lost working hours in your new office due to internet and security issues. Moreover, any tech or devices you don’t plan on keeping need to have their data wiped and sent to online trash collectors.
5. Checklists And Labels Are Helpful
You’ll want to make sure that when your team arrives in their new office, they can quickly unpack and start setting up. To do this, create a checklist corresponding to labeled boxes during the packing phase. Group similar items in each box or packaging and write down the items in each box.
This will save your team future hassles of rummaging through piles of boxes looking for objects they need. Furthermore, this will ensure that there are no lost items that can become troublesome to locate between the new and old offices. When employees know exactly where the necessary tools are, it’ll help ease them into the office move and won’t impact production time.
When moving your team into a new office, it’s essential to work together and coordinate your move. Early planning is key to finding the right movers, proper financial planning, and changing of office address.
On top of this, remember to pay close attention to the challenges of moving IT assets. Doing so can help make your new office transition smoother and hassle-free for your team and business.