If you are preparation and planning for office relocation first you should be aim at minimal hindrance and disruption during that relocation. Although everyone knows that relocation of office is a difficult and challenging work, yet in order to follow some steps everyone can move or relocate office from one place to another in a very smoothly and easy way, here are some guidelines regarding that relocation of office.
DO FIRST THINGS FIRST
First of all you should do planning of relocation and moving company before 3 to 6 months before relocation of office from one place to another place. First of all review your commercial property lease if you leave your office early before the leaving of office then you may extra deposits some money. You are solely responsible for any damage any mishap during your relocation so be careful. Start getting examples of best known moving and relocating companies, find the best available resources and money. Put together a planning team who can delegate tasks and be responsible for relocating and moving company. Set your relocating budget without spending extra money. Find whether you need insurance amount for important equipment and machinery.
BETTER WAY OF COMMUNICATION
When you are getting the confirmed date of moving and relocation then you should tell all this information to internal and external parties including legal government parties about your relocating through memos for internal parties and through letters the external parties. Notify the property manager of previous and new office about the moving date of office. Notify all the team members of your company about the moving date and telling them their new address of company. Notify your all clients and customers. Make sure that your all employees know about their full responsibilities and at the moving time. Briefly tell your IT team what tech is needed at the moving date. Notify all the local partners and all your suppliers, especially those who would feel difficulty about your moving.
SENDING ADDRESS
- Clients and partners
- Bank and financial institutions
- Stationary services
- any food related companies
- legal government
- services companies
- accounting departments
- your internal server provider
- and other any additional services your company makes use of
- insurance companies
PREPARATION
It’s a time to consider all the logistics about the preparation of relocating and moving. Get complete information about the floor plan of new office and how things lay out in new office. Make an inventory of previous office furniture and make plan whether you need furniture for new office and if yes then how much, consulted with Furniture Company. Arrange the furniture of your office. Assign the colour codes to each department. Assign the employees a number corresponding to their desk work, giving communal names to office spaces, book parking spaces and elevators for the moving day. Arrange and given clear services and the new premises of your new office. Access codes for security and new premises. Create complete plan and given to all the employees involved in the moving processing of your office. Draft a list of emergency numbers that might be needed during the moving process. Safe and packs the laptops and other sensitive electronic equipment’s.
NOW MAKING THE MOVE
Once moving day arrives you should be well prepared on a
Big day here at some points that you should follow in order to get or keep the work as smoothly as possible. Keep the list of emergency numbers layout is in your hand. Then the company should invest some budget or allowance for the refreshments of moving team. Ensure that all the technical equipment’s like computers laptops should move first then all other equipment’s from your office. Ensure that all the representatives are available and all the equipment’s are reached to new office at the original colour coding assigned and the furniture at their original numbered boxes and cabins of employees. Book a line for telephone to become operational in this regard.
SETTLING IN A NEW PLACE
The move is over now you should get the some things back at their original space to start business as soon as possible. Ensure that all the areas are clearly visible to see the staff. Set up the computers lines and all the electronic equipment’s first .Set up telephone lines and system. Updating the company website with new contact numbers of employees and other agencies at a new space. Make sure that your insurance has been transferred. Make sure that all the old leases of property system have been wrapped out. Check all the new invoices and given new cards. Take all the old cards regarding pay. Arrange a special touch by giving WELCOME CARDS At all the employees. Finally it’s a time celebrate.
