This is your year for an organizational move…literally. Your space may be too small or too large due to employee growth or shrinkage. You may be making most of your employees virtual or bringing them all back to an office environment. No matter what the circumstances, the staff is moving and a good dose of planning needs to occur before the big day.
If you remember that the goals of any office move are to reduce downtime, keep employees as productive as possible and do it all under budget, you will be ahead of the game.
Six Crucial Steps for Office Relocation
- Determine how much space you need and what sort of amenities are important to your employees.
- Going to be in the city, suburb or rural setting?
- Looking at a high-rise or one story building?
- Individual offices, cubicles or open spaces?
- What sort of furniture do you want?
- What amenities need to be onsite or close by?
I recently wrote about Apple Park where employees are offered an onsite café, fitness center and walking or running trails.
- How much Wi-Fi do you require in the new setting?
If your organization is currently experiencing high employee turnover, perhaps one or more of your current office deficiencies is why. Engage employees in this important decision.
- Get rid of all unnecessary paperwork, cabinets and office furniture.
Develop a system so employees know what to do with all the paperwork. Be sure to have plenty of scanners and shredders on site for several weeks. Move as much as possible to the cloud. Then, sell or give away file cabinets, desks, chairs and anything else you do not need. Whatever you sell make sure it goes toward the office move fund.
- Develop an overall moving budget.
The following items should have their own budget. Consider whether it makes sense to purchase, lease or rent the following:
- Office furniture
- Computer equipment
- Networking options (Wi-Fi, hotspots, routers)
- Marketing collateral (business cards, brochures, website changes)
- Services (moving, cleaning, IT support)
- Have a backup plan.
As the saying goes, “stuff happens”. Perhaps you are moving into a brand-new space and the occupational permit isn’t approved or the existing tenant doesn’t move out on schedule. You have already given notice and scheduled the movers. Now what? It is important that you have a business continuity plan for this type of situation that includes temporary office space and technology rentals.
- A week before the move, give every employee a blueprint of the office.
Let them know in advance where they will be sitting, what equipment will be in their space, the Wi-Fi access codes, what amenities are available, when the office building opens and closes and anything else you believe will make their transition easier.
- Schedule a grand opening one month after the move.
Send out an invitation to all your clients, prospects, vendors and the media. Use this grand opening to also thank your employees for all the hard work they have put in over the last several months to make the move a great success.
Looking to Move with Ease?
Contact Hartford Technology Rental to help with office equipment rentals for a smooth move. We can provide your organization with the right technology at the right price. Contact us today at 888-520-5667 or online to discuss your moving plans.