How to prepare for an office move

December 6th, 2019
How to prepare for an office move

You’ve outgrown your workplace, and it’s time for your business to relocate. It’s an exciting time, and everyone’s looking forward to the big day when they can start fresh in a comfortable new office.

Only once you find yourself facing the reality of planning and managing the office relocation does the panic set in. With so many moving parts to think about, there’s a lot that could go wrong, potentially leading to serious disruption.

Give yourself plenty of time to plan

Depending on the size of your business, you should typically give yourself 6 to 12 months to plan the relocation. You’ll need to organize your important documents and other assets, let your employees know far in advance, and determine your moving budget and any additional purchasing requirements.

It’s rarely too early to announce an office move. In fact, the sooner the better since employees will no doubt have concerns you’ll need to address. It’s a good idea to start getting your employees involved within a few weeks of announcing the relocation, so you have plenty of time to get their feedback.

Everyone has different work-style preferences, and being able to accommodate them is essential for maintaining or, preferably, improving productivity in the new location. You can gather feedback in a variety of ways, such as by sending out surveys, holding meetings with your team, or creating a dedicated discussion group online.

Once you’ve factored in your employees’ needs and preferences, you’ll be able to determine the requirements for your new space and make a list of any products or services you’ll need to purchase. Most importantly, don’t try to do everything alone or restrict the moving process to upper management. An office relocation will affect every employee in your business, even those who work remotely to a degree, so it’s important to have everyone on board.

Plan your move-related workflow processes

Any office relocation is bound to lead to some disruption, no matter how carefully you plan. But thanks to the rise of cloud and mobile computing, it’s possible to keep this disruption to a healthy minimum.

Since it will take some time to get everything up and running in the new workplace, you might want to consider allowing your employees to work from home. If you don’t have one already, now’s a good time to implement a bring your own device (BYOD) policy, which will allow your employees to use their own devices for work. It will also enable remote working without you having to spend extra money on laptops and other devices for employees.

Thanks to the increasing prevalence of digital workplaces, many businesses actually downsize when relocating offices. Enabling remote work brings many other advantages too, such as increased productivity and morale. Now is a great time to create a more flexible workplace culture since it will also help ensure your relocation goes smoothly.

Preparing for the big day

While today’s core business processes are often defined by digital workflows, most companies still do have a lot of physical infrastructure to think about. That’s why you should start packing and preparing for the move around three to six months in advance. You’ll want to give yourself plenty of time to choose new vendors for essential services like internet and telephony. You’ll also need to organize the safe transportation of your furniture, computing hardware, and any other assets you plan to take with you. An office relocation company should be able to help with all these things, as well as take care of cabling infrastructure and utilities in the new place.

The move itself should ideally happen on a weekend, comfortably far away from any periods when you’d ordinarily expect increased demand, such as Black Friday. However, larger relocations often can’t happen in just a day or two, hence the need for employees to be able to continue performing essential business functions from home or elsewhere. Another option is to temporarily rent some spaces in a local coworking venue.

To help ensure your office relocation goes as smoothly as possible, Integrated Technology Services provides cloud computing solutions, structured cabling, and more. Call today to book your free network assessment.


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