It is said that moving is one of the most stressful things you can personally go through. The stress of moving home is among the most potent, while moving to a new office may be even more disconcerting. Unlike moving home, an office relocation takes extraordinary planning, military-like execution, and numerous associated tasks.
Without good timing, scheduling, deadliest and informing relevant personnel, you run the risk of adversely affecting your business. In addition, essential assets need to be secured, and a professional moving company is critical for insurance purposes.
Secure Digital and Physical Assets
Your office is likely to contain a multitude of valuable data assets both on paper and digitally. For example, bills, invoices and receipts may exist in paper form. At the same time, customer and client personal data is stored on hard disks. The information contained in these documents is valuable in the wrong hands, such as malicious hackers. Data like this is often sold on the black market, and therefore temporary storage space is required while you organize your new office location.
Organize with Military Precision
Speaking of organization, you should plan your move like a military operation. It is helpful to assign a moving manager to oversee the project. The manager can then assign specific responsibilities to trusted employees. Organizational skills are critical here, yet project management tools such as Trello, Asana and Wrike are highly beneficial for time management and scheduling specific tasks.
Schedule Dates and a Deadline
As a part of a practical organizational project, you must carefully consider the dates and times of an office relocation. For the most part, it is beneficial to keep in mind that your business is disrupted during a move. Depending on your business and its size, average relocation durations are as follow:
- Small Office: 3 months.
- Medium to Large Office: 1 year.
- Multinational Corporation: 2 to 3 years.
Therefore, you should plan a relocation at times and dates expected to minimize any negative impact on your company’s typical operation and customer demands. For example, equipment and a company data transfer could take place out of office hours by professionals.
Use a Professional Moving Company
Professional movers are a necessity when relocating home or business. Expert movers hold experience in shifting heavy, large or bulky objects. Additionally, they also know how to wrap specific materials and handle expensive equipment. Yet the primary reason for hiring a well-known moving company is for insurance purposes. Most insurance policies cover the premises alone, and therefore any damage or loss during transit may not be insured.
Analyze and Implement an Address Change Policy
Of course, relocation means a change of address. Yet notifying the relevant personnel of an impending move is one of the most forgotten aspects when an individual, family or business relocates to another property. You should inform all appropriate parties of an intended move and follow up with new contact details when a move is complete. You should inform clients, customers and service providers about your relocation as soon as it is relevant. It is also a legal requirement of contracts.