Tips for a Smooth Office Move
If you are the owner of a corporate office, then moving to another office space can prove to be challenging and even daunting in some instances. There are many components that need to be addressed promptly, whether you are downsizing for efficiency or are scaling up. You may even plan on moving to another city or even country, which may involve additional logistical challenges. Regardless of your reasons for relocating, there are a few quick and easy tips that you can follow in order to ensure that your office move will be a smooth one.
The general rule of thumb is to start thinking about the move six months before it will actually take place. By doing so, you will be able to take care of business well ahead of schedule, which will allow you to rectify any problems should they arise. For instance, you can start working on the layout by scoping out your new office. Take the time to determine where everything, and everyone who works for you, will be situated within the confines of your new office space.
Your employees will also have ample time to plan for their new office space as well, and you will be able to determine what your needs will be regarding where your new office equipment will be placed. As an added tip, create a floor plan or map and issue it to all of your workers and the moving team, so that everyone will have sufficient time to prepare for the big move.
You should also, ideally, hire your desired moving company about three months before the big day. More often than not, moving a corporate headquarters to a new space will involve several pieces of equipment, as well as copious amounts of details that should not be taken lightly.
You should also hire a moving company with stalwart credentials, and they should be fully licensed and bonded for peace of mind. Make sure to get a full, comprehensive estimate so that there are no unpleasant or unexpected surprises when you receive your bill. Additionally, the company that you hire should have substantial experience in commercial moving in order to be considered for the project.
Finally, ask that they provide you with an on-site quote for the project to help you better determine if they are a good fit for the job. And it wouldn’t hurt to ask those in your network if they can refer you to a professional moving company that specializes in commercial relocations.
Ensure that your IT Team is Kept in the Know
Your IT team should be kept abreast of the transition and be given at least three months to prepare for the move. By giving them three months’ advance notice they should, in most cases, have enough time to begin planning for the transfer of their technical equipment, which may include phone connections and internet plans. Your IT team will also need to scope and evaluate your new office space in order to ascertain if they will need to implement any new upgrades for the team.
In some instances, the new infrastructure will need to be rehauled, while in other cases the company equipment itself will need to be upgraded to accommodate the more modern office’s accoutrements.
Perform an Equipment Purge Before you Move
We would also strongly recommend that you avoid bringing any office equipment that you will not be using in your new office. A quick and easy way to get rid of obsolete or unwanted office equipment or appliances is office equipment liquidation. Office equipment liquidation will allow you to get rid of unwanted office furniture, equipment, and appliances, while also making money that you can put to better use, such as hiring new staff or upgrading your current office equipment.
Another option is to donate any old or worn-out equipment or furniture that you no longer have space for. You can write-off many donations when it is time to do your corporate taxes, so discuss your donation plans with your accounting team in order to determine the paper trail that you will require.
Place New Equipment Orders Well Ahead of Schedule
It goes without saying that you will want to be up and running when you move to your new office, so placing orders for new office equipment and furniture at least a month before the move is highly recommended. However, you should also be prudent when ordering, especially if you plan on ordering many large items. This is because you may end up ordering too many pieces, or pieces that are too big to fit into your new office space. If either scenario were to occur, then you will have to pay for shipping twice: once to have the items delivered and another to have them shipped back to the retailer.
To avoid such boondoggles, we would suggest that you coordinate with your equipment suppliers well ahead of schedule so that your purchases will be shipped to your new office space before you actually move in with your staff.
Update Your Address Information
All of your clients should be notified of your move as soon as possible, and all of your publicity materials, letterheads, business cards, and websites should be updated with the new address information as soon as possible as well. We would also suggest that all of the new details are included at least a week before you relocate, while your Google address and online listings should be updated at least a month before the move.
Finally, your vendors or suppliers should also be notified of the move quickly so that subsequent deliveries will arrive at your new office. For more moving tips or to take advantage of our leading-edge office equipment liquidation services, please call Michael’s Global Trading at 888-471-5066 or visit our website.