Moving your entire company from one location to the next can be a daunting experience. There are many things to consider and take care of during each phase of the move. It’s a task that lands on people with little experience due to the need to get it done quickly while other matters of the business are being tended to. However, this task should not be taken lightly. When it is not taken seriously, things more often go wrong. You could lose vital data, damage equipment, or set up the new location in a way that is not efficient and will have to be changed later.
A poorly executed move can cost companies thousands of dollars, which makes getting the relocation right the first time even more important. It is critical to employ the right team of experts to ensure that everything runs smoothly during your office relocation.
Here are four tips that provide a layout of what a seamless office relocation and renovation should look like.
- Relocating the Equipment
The planning of your relocation should typically begin 9 months before your current lease expires. The first step is to decide what is coming with you and what is staying. This decision should be made by one person that is in charge of the task. After that has been taken care of, make separate inventory lists that include the approximate weight and dimensions of everything, even the items you are choosing to leave behind. Furthermore, take note of any furniture that you are choosing to bring and if it needs to be disassembled and reassembled at the new location. When packing, make sure to thoroughly label every box. This label should include the contents of the box and where it should be unpacked at the new location.
The most important step is to make sure to make backups of all data before disconnecting any devices. This could be a tremendous loss for your company if any device goes un-backed up. All sensitive company files, including client/patient/customer information, company information, and more are in jeopardy of vanishing if this step is not taken seriously.
Before loading the moving truck, make sure to disconnect the phone, internet, and utilities in your old office and reassign them to your new office. It doesn’t stop there. Make sure that you inform banks, vendors, suppliers, customers/clients, and any other organizations that are involved with your company of the impending move. Provide them with the new address and a date of when they can expect the relocation.
Following the move, be prepared to make a few trips back to the old office to pick up any stray mail as well as making sure everything was accounted for and packed. Make sure nothing is left behind!
- Transferring to Cloud Computing
Moving to a new office gives you the opportunity to leave behind old technology and policies that have impeded your profits and growth. If you haven’t already, this could be your business’ opportunity to embrace cloud computing. Cloud computing will free up space in your new office due to the fact that most physical servers can be digitized. Switching to the cloud saves thousands on energy, labor, hardware costs, and so on in the long run. Virtual servers are also scalable and flexible to accommodate specific needs.
- Settling In
Unavoidably, moving is stressful. The first few days may have some bumps in the road but don’t sweat the small stuff. Use this opportunity to optimize your office space while making it as comfortable and worker friendly as possible.
Here is something you can try, Exeter University researchers found in a 2014 study that adding houseplants to an office increases worker productivity by up to 15 percent. In addition, Texas A&M researchers found that plants in the workplace reduce stress and anxiety levels. This will, quite literally, liven up the office space and help your employees to improve memory retention and problem-solving abilities.
You can never be too prepared when it comes to your IT and office relocation. When everything goes as planned, you and your employees will feel right at home.