Guide To A Successful Office Relocation
Office Relocation Planning
Planning for a successful office relocation is a process. Like any process it can be made easier by breaking it down into its component parts. Doing this will leave you with a series or simple tasks that you will need to accomplish. This is the best way to approach your office relocation.
An office relocation is a different process to a house move and this article focuses on some key processes that need to form your office relocation planning.
Understand The Office Relocation Process
The significant majority of people assigned to managing their company’s office relocation will have limited knowledge of what’s involved. Before you rush head-first down a blind alley make sure you are up-to-speed on the constituent parts of the Office Relocation Process.
Start Planning Your Office Relocation Early
Planning is everything and as soon as the possibility that you company might relocate offices the planning needs to begin. There are some key top-level issues that need to be agreed by your Senior Management before the detailed office relocation planning can begin. Refer to the Office Relocation Planning Checklist and use it as your master to-do list.
Office Relocation Project Team
Ask yourself this honest question. Does your company have the in-house expertise to manage the detail of your office relocation? The answer to this question will point you in the direction you need to go. You may decide that you need to bring in a specialist office relocation project manager to oversee your relocation. Alternatively, you may feel that the best approach is for you to use a combination of internal and external expertise. Whatever you decide you need to be sure that your decision will deliver the best outcome for your company. Remember – mistakes can be costly (both in monetary and time terms). Find out who needs to be on your Office Relocation Project Team.
Office Relocation Budget
Once it has been agreed that your company is going to move office it is time to start work on an Office Relocation Budget. This will need to cover off all of the expenditure items and getting this document up-and-running at the earliest stage possible is going to help you control and manage the costs properly.
Office Interiors
Will you be taking your existing office furniture and equipment with you - or are you going to use the office relocation as an opportunity to upgrade to better and more appropriate equipment? The working environment of your new office will play a major role in helping your business drive performance so read through The Tenant’s Guide To Office Design to help you create the right layout in your new office.
Don’t Forget IT
Pay careful attention to your communications infrastructure (ie business phone system and IT equipment). The best rule of thumb here is that everything takes longer than you will think. Lead times on transferring phone numbers can be a particular painful experience if left too late. Your relocation will also present your company with a golden opportunity of evaluating your existing technologies to see whether you would be better served to transferring your Business Phones and IT Services to more scalable, appropriate and cheaper solutions. Use the IT Relocation Checklist to get this key part right.
Storage & Archiving
Office space is an expensive overhead so use your relocation as an opportunity to assess precisely what items you need to take with you to the new office and which can be housed off-site in cheaper (but readily accessible) storage facilities. Many companies also use their office move as a trigger to electronically archive all of their historical files and documents. Make sure unwanted items are shredded securely. Speak to your Office Removals Company about how they can help out here.
Involve Your Staff
An office relocation is a time of change – and, hopefully, an exciting one. But with change comes uncertainty and there may be some of your staff who are not wholly in favour of you moving. Involve and consult with your staff and download the HR Guide to Office Relocation for best practice ways of doing this. Staff engagement is a crucial element of maintaining productivity both during and after an office relocation.
Summary
An office relocation is a super opportunity to reinvigorate your business, boost productivity and raise employee morale. Make sure you take full advantage of the Office Relocation Planning Resources available to you from the experts at HelpMovingOffice.
Download the free Office Relocation Checklist and plan your move with confidence.
Planning an office move? Go the office relocation planning resource centre
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