Planning for an office move can be daunting, specifically when you have never tackled one. From coordinating with the IT department and staff to ensuring that the new space is ready for occupancy, there are multiple factors to consider. However, you can create an office mover checklist, which will help you manage the relocation of the business from one property to another.
Taking the decision to relocate is a big deal, so an ultimate checklist for an office move is a big guide. In this article, we will provide you with an ultimate guide for an office move checklist, providing you with everything you would require to know about each stage of relocation.
Why Is It Important To Create An Office Relocation Checklist?
The idea of a relocation checklist for your office space is integral since it serves as a roadmap for the entire move, offering a guideline for you and the parties involved in the process.
This integral planning will help ensure the important step is noticed and allow the team to track progress leading up to the move. In addition, if there is any event of damage during the action, the checklist will be a centralized reference for the entire workforce, subordinates, leaders, managers, and stakeholders.
7 Things To Consider For A Successful Office Move
Here are seven things you should consider for a successful office move.
1. Timing And Logistics
Timing is critical when it comes to an office space because you aim to reduce the disruption of the business operation. Hence, a well-planned move will make sure that the onsite workforce can continue performing their respective job roles without any significant downfall.
Thus, you only need to coordinate with your team members, vendors, and employees working remotely to ensure that the moving process is conducted smoothly.
Remember to estimate the shipment time of office equipment and other assets.
This is conducted when you schedule the move when it will have the lowest impact on the business operation.
2. Plan Your Office Move
A well-organized office move should be constituted with a well-transformation strategy, whether you are moving to a new property or switching your communication system.
Below are some of the important tips that you should remember when creating an office relocation plan:
- Create a schedule for your office relocation with deadlines for restoring the IT system.
- Examine the new location and ensure that you understand IT capabilities, utilities, and facilities.
- Remember to blueprint your new office space.
- Consider the changes you require within workstations, fixtures, and IT infrastructure.
- Analyze the office move that will affect the existing projects.
Moving office space can be a complex and brainstorming process. However, if you want, you can avail services from movers and storage in Singapore and minimize the stress of your move and disruptions within the business.
3. Plan Your Budget
Moving from one office to another is costly and can be upheaval in cost accrued during downtime. You must consider all the possible charges for the office relocation that is ahead of the budget setting.
In this manner, your office relocation project leader can develop the level of budget that would be reasonable.
In order to anticipate the expenses, you should consider the following attributes:
- Security.
- Contract break fees.
- Rent.
- Storage fees.
- Refurbishment or interior design charges.
- Utilities.
- Contract break fees.
- Insurance.
- Connectivity and communication fee.
- Relocation suppliers.
- Post redirection.
- Administrative fees.
4. Coordinate With IT Department
Relocation of office space requires effective planning for moving IT equipment. It includes safety disconnects, servers, packed computers, and other devices to prevent damage during transportation.
Thus, securing the backup of every data and file and ensuring their successful transfer to a new location is vital.
If the employees work in a hybrid set-up, then consider the move’s impact on the remote workforce’s access to technology. You are required to offer the necessary support to maintain seamless connectivity.
5. Create an Inventory Plan
If you are planning to move to cloud communication and already have a hosted system, you only need to transfer the office equipment and other goods to the new location.
But, if you have a complete business communication system in place, you should consider the time to update or alter the design. Here are some important points that you would be required to view while creating an inventory plan:
- Consider the upcoming IT acquisition and determine whether they can be accomplished at the same time or not.
- Create a checklist of all IT and telecommunications assets that you would bring to your office.
- Decide a time to upgrade the communication strategy.
6. Notify Your Employee about The Upcoming Move
Before the execution of the final shift, you must inform your employees about the change. This will help them make necessary security and IT process arrangements and prepare for the difference.
At the same time, you should also let them know if any changes in the shifting schedule or hours would affect the relocation.
If your workforce is helping you with the relocation process, assemble a team to delegate tasks and responsibilities. Hence, when you involve your team in the execution and planning process, it will ensure that everyone is on the same page.
7. Manage Your Security When Moving Office
Remember to look after the administrative details during the office relocation. In this stage, it is the perfect opportunity to consider network security and ensure everything is safely placed.
Thus, these are the few things that you need to consider while managing the network security before an office move:
- Create an inventory for all resources and assets, then develop a plan for securing all your information while in transit.
- Update your security policies before you shift.
- Create a list of employees and manage the network access right.
- Assess the contracts with vendors and look into the security solutions available from telecommunication providers.
Celebrate Success After Relocation
Moving to a new space can be a complicated experience. Fortunately, creating a checklist will help you remember every minute detail to ensure a successful transition.
Once you have planned and moved to your new office space, it is time for you to celebrate with the employee and thank all of them for their effort. You can show gratitude towards the employees by simply giving them an unexpected treat or hosting a party.
Generally, in any case, we hope this comprehensive office relocation checklist assists you in moving smoothly without facing any major issues.
