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What Businesses Forget During an Office Move

Posted by: George, on 30/03/2013

For a business owner, the prospect of a move typically conjures up various feelings – relief from leaving the current offices, excitement about better bureaus and infrastructure, maybe closeness to an important client, more affordable rent, or much-needed proximity with strategic vendors. But failure to heed key points during the moving process and to ensure that all items are ticked off the master check list can transform that initial enthusiasm into operational nightmare. If you’re a business owner, don’t forget five essential items that companies often overlook during an office move.

Establishing a Physical Planning Team

Talk to your company’s facilities manager about the need to formulate a coherent physical-planning strategy. The manager should establish a task force made up of your company’s facilities team and external moving specialists. The strategy should indicate, step by step, salient questions to address, the time table to address them, and the accountability chain at each level and sub-level. Important questions would relate to things like reviewing the current floor plan and the blueprint of the new office location; determining PC and printer locations at the new space; and figuring out the location of shared equipment, such as fax machines, at the new offices.

Appointing a Cross-Team Project Leader

During a typical office move, many people scramble to perform a hodgepodge of tasks, but you need to appoint a cross-team project leader to coordinate this collective effort – lest your move be confronted with all sorts of operational impediments, such as delays, property loss and inefficient team communication. Work with your company’s facilities manager to select personnel who should be on the project team. Have a back-up team member for any one who may not available; that way, you have a substitute team ready to come in and pick up the slack in the unlikely event that your entire primary team were unavailable.

Labelling Appropriately

Labelling is as imperative in a private move as it is in office removals. Properly assigning identification tags to a host of office equipment and technological gear is a money saver – not to mention an efficiency booster, especially when it prevents staff from squandering time looking for specific equipment. Labelling tasks in office removals should be coordinated with the cross-team project leader and the physical-planning point person. Pay attention to things like the labelling of analog lines, digital phone lines and data lines; assign the letters A, V and D to them, respectively. Also, ascribe the proper tag to wires and computer equipment, and use colour coding for clarity’s sake.

Office Move.

Hiring the Right IT Team

Enlist the help of IT professionals to help you grapple with all challenges of operational transferability; computing efficiency at the new location; and testing challenges related to wiring, cabling, phone and internet, among others. You can rely on in-house personnel, but reduce the transfer time and expand the IT team’s expertise by also seeking assistance from external parties – managed services providers, for example.

Ensuring Smooth Communication Transfer

When the move is substantially completed, operational problems will come to the fore at the new location. You want your company to smoothly operate – that is, continue to talk to customers, negotiate agreements with vendors, for example – while the move is still in progress. So make sure all employees’ phone numbers have been moved properly, that 800 numbers were transferred, and that the company’s conference-room equipment – audio, video and digital – is in perfect sync.

By George B (follow me on Google)