We, humans, possess a perpetual attitude. We can’t remain constant, and we don’t stick to the same habitat for a long time. Just like this, our workplaces need some relocation as well. This relocation can boost your profits from zero to millions.
But moving an office is no easy job. Our offices do have some bunches of teams working hard to maximize profits. An office involves business-owners distributors, shareholders, and customers. Keeping everything intact is what a good manager does.
Due to unplanned activities, your high-end machinery can get damaged. Getting a bump on your expensive hardware is no less than a nightmare. You can lose the well sought-after data. Imagine losing a client’s profile, even the thought of it sickens the soul. To avoid any unpleasant happening, follow the following steps before shifting.
Office moving checklist:
First of all, make a checklist. Make sure you prioritize the tasks. Start from the most critical-task to the least important one. Skillful and sensible planning will reduce your stress. A strong will-power will make your job a lot easier.
A good office location can make its repute reach the heights. Cost and budgeting are the main aspects of a profitable move. Set a budget and don’t go beyond it. Limit your expenses if you want to save some money. Because once you’ve shifted to the new building, a lot of costs will pop out.
Don’t shift your office in a residential area. But in an area where there is a business hub. Shift your office within the range of companies providing dedicated internet links. So, the system may not face internet issues.
Find an office space where the landowners are demanding low rent. If your previous office building is on a lease, contact the leaser. Before signing the new agreement, clear any of your last dues. Pay any of your liabilities left, in-case of any loss to the rented building.
Make a new short-term work plan which you’ll implement during shifting days. You can call a meeting and discuss it with your employees about the project. Get their opinions on the shifting and consider valuing their advice.
Plan a visit to the new building; Make sure that the power connection of the building is up to the mark. So, in case of high voltage supply or power breakdown, the appliances are safe. Get the building deep cleaned before moving. Of course, you can’t move in a dirty office.
Hire a moving agency; don’t take the risk of moving your office yourself. It’s no good relying on your guts alone, try hiring an expert.
Check if you’ve got the moving insurance. These companies provide insurance services, as well. In case of any loss to your goods during the shifting, they will pay for it.
It’s essential to keep your employees and sub-ordinates well-informed. Many businesses go broke because they don’t keep their front line well aware. They are the key people in your industry. So, it’s compulsory to keep the backbone of your business updated.
Display a memo on the notice board, informing about the relocation. Or circulate an email. Along with the internal employees, educate your affiliates about your new location. Contact your service providers and ask them to provide you their services once you relocate. Don’t forget to mention the new address and contact details. You can publish a brochure. Or contact a news agency to circulate the news. People even run TV adverts to let the maximum people know about the big news.
Pack your office goods with great care. Don’t rush or will lose your expensive furniture and other office supplies. It’s ok if you spend an extra hour in packing your goods.
Make three categories of your goods. Pack all three of them separately and don’t take everything with you. Discard those items which are either worn out or are in no use. Before you shift to the new building, make sure that the goods which your office won’t run without are already in there. Bring the essential items later on. Donate those items which you think you will not need anymore.
Consider the new office layout and design plan before packing. It’s not a bad idea if you get the snapshots or a rough sketch made, of the new building. It might help you with your purchase and packing decisions. What is the reason that I have interlinked these two terms? If your new office doesn’t have a big cabinet space, you know what to do.
Pack all the documents and the office files in a big container. Make separate boxes for each department. Once you shift, handover each box to the respective department. It will keep you hustle free and, no vital records will lose or get misplaced. Keep a soft copy in the hard disk for every office file. If any document or data gets lost, you will have a backup saved in the hard drive.
Use color codes; as in assign one color to each department. Label your boxes. Not only write the labels on the top of the box but the sides as well. Because when the boxes load in the moving van, their heads are not visible. It will add better comfort.
Pack the fragile items with extra care. Use bubble wraps or a spare set of sheets to cover them and then, put them into the box. Write in bold letter on the storage that these items need transferring with extra care. Tell the moving guys that they shall place these boxes on top of the luggage. Due to high pressure, there are chances that these items might break.
Leave it on the moving guys to pack the electronic equipment and the furniture. As it’s their job and, they better know how to do things. But, as far as the little items, you should pack them yourself. In this way, you’ll see where you’ve kept what.
Shifting is a tiresome process. To save yourself from havoc, supervise the packing process. Assure that everything is the van. Sometimes, when in a hurry we can forget any of our goods behind. The movers often smash the products into the loading van without taking care of how fragile they are. Alert them and give prior instructions. Tell them to handle the heavy-duty furniture and electronic equipment with deliberate care.
Labeling can save your life. Label each container differently, so that you know where you’ve kept what. Keep the financial records only with yourself. No matter how reliable are the movers, you can’t trust them with your company’s finances.
It’s suggested to move along with the moving truck. If you can’t go yourself send any of your managers. Make a checklist of the goods loaded in the truck. Upon unloading, cancel those items which are out of the truck.