Moving offices is one of the stressful activities that a manager can deal with. So we’ve come up with some simple ways to plan and accomplish a perfect office move. Here are seven easy steps to take the stress out of an office move.
1: Planning the office move requirements
✔ Decide on the date that you will be moving offices (weekday or weekend).
✔ Make a list of what is going to be moved or left behind (take only the needed things).
✔ Work out how much budget is available for the move.
✔ Decide what you will do during the down time of the move.
✔ Decide how suppliers, clients, staff and other relevant stakeholder will be informed of your move.
✔ Remember to make provision for set up of telecoms, wireless, IT, plug points, lighting, etc in the new premises before the move, to ensure that work can continue with a minimum of interruption after the move.
2: Draft the ‘to do’ list.
✔ What your staff needs to do before the move and why, to ensure cooperation.
✔ Set up a timeline for completing the major tasks
✔ Put up safety warning signs to prevent accidents from over-reaching, slipping, tripping and falling.
✔ Submit the draft list to all employees and executive members for approval.
3: Contact Mini and Maxi Movers for a quote at the best price – you will be sure to get expert personal service
✔ Check if they can move on weekends to minimize the downtime.
✔ Check if they have the right resources and equipment to move your valuables.
✔ Check for price relevance.
✔ Stick to your budget allocation.
4: Conduct a task analysis of your new office space
✔ Identify what you need in your new space to ensure optimum productivity.
✔ From that, devise a floor plan for desk areas, communal work spaces, photocopy areas, meeting rooms, kitchens and storage to improve efficiency.
✔ Label all the items to be moved according to the new floor plan.
✔ Check the locations of best access to the premises for the removal company and find out what the building regulations are with regard to parking the removal trucks.
✔ Send the floor plan to all relevant employees as well as the removal company.
✔ Take measurements of large items to ensure the equipment will fit through corridors and entrances.
5: Start packing
✔ Start packing the most sensitive and private information or items.
✔ Ask your staff to take their personal belongings home and bring them back to the new office after the move.
✔ General things can be packed by the removal company. .
6: Day of the move
✔ Bear in mind that health and safety of both your employees and the removal company personnel is absolutely essential.
✔ Give your staff a day off for their safety.
✔ Allow the removals specialists to do what they excel in; they know how to tape up filing cabinets (which are usually moved full), box-up equipment and wrap computers safely before packing them into their trucks.
✔ Oversee the whole moving process according to your plan.
7: Evaluation after the move
✔ Check if everything is placed according to your floor plan and what is missing.