Moving office can seem like an intimidating task filled with uncertainty and chaos, like a wild beast that could never be tamed. But what if there was a way to tame this untameable beast? The key is to be organized, plan ahead and prep for the worst, ensure that you have covered all bases to prevent a catastrophe from happening. From physical to digital, these 5 steps below will help your business avoid and minimize disruption when moving offices.
Setup the backbone
Form a team that will oversee the entire operation from start to finish. Ensure that all employees are aware of who the team are, where the team is located and how to contact them. Form a plan of action covering the entire move/transit, accounting for any errors or mishaps that may occur. Allow for team members to be easily identified in case an employee is without a computer or needs assistance, as we want to reduce as much downtime as possible. Remember to give yourself at least 3-6 months prior to the move and to notify all staff of the operations. Checklists are very helpful when it comes to execution time.
Setup technology and utilities
In such a digital age where most businesses require electricity, phone and internet, it is essential that all providers are contacted at least 4 weeks before the move. This means finding out if the phone lines and internet can be setup in time, has all the software and hardware been setup so it is ready to go when you hit the ground running. We want to minimize as much downtime as possible, if someone does not have a computer to use, if the internet/phone is currently unavailable what have you got in place? What other work can the employee do?
Contact all suppliers, customers and clients
Send out a mass email informing all suppliers, customers and clients of the move. Ensure call forwarding has been setup to the right staff members for at 3-6 months so that no clientele has been left in the dark, its business as usual. Hold all important meetings offsite away from the disruption as the office gets pulled apart. Make sure to update business cards, websites and especially social media, with everything on the internet these days we want to cover all bases.
Inspect and check
Always inspect and document the new premise before arrival, this will give you a chance to find any hazards or existing damages. Inform the building and property manager and also notify staff. This will allow you to get ahead of an issue and fix it before the move occurs. Check that the location has sufficient parking space because not all places can park a 12 tonne truck that needs to be unloaded all day long. Notify local council if a sidewalk may be used as extra precautions may need to be taken. And let’s not forget, our humble new neighbours, the last thing we want to do is block their driveway and cause chaos.
Last but not least, cover!
Ensure the whole process is covered by insurance; never assume that you are covered. Check with your insurance provider that your valuables are covered and protected during all stages of the move.
By following these 5 steps you are now equipped and well prepared that you may just tame the untameable, avoid chaos and uncertainty.