When your business is booming, and your team is growing, expansion by moving into a new office marks the beginning of a new chapter for your company. Moving into a new office means embracing further growth into your business while providing your employees with a more spacious workplace where they could be productive in.
However, moving into a new office can be complicated and time-consuming. If your business is especially at its peak season, you wouldn’t want any downtime. That’s why a smooth and hassle-free relocation is crucial for the successful start of the company’s new chapter and its future progress.
It can be challenging as moving requires careful planning and meticulous organization – everything needs to go according to plans for a short transition period so that you can resume business operations as soon as possible.
To achieve efficiency, what you’ll have to do is consider every little detail into consideration, get help from professional movers and packers, and develop a business relocation strategy. You can easily achieve all of this with a comprehensive office move checklist – it will guide you through every stage of the process so that you don’t forget to take care of an essential task and will help you stay organised.
Here is how to plan an office move when you still have months before the transition:
Three to six months before the moving day
Determine the time frame of the relocation. How long will the relocation take? What’s your ideal moving date? When should you start packing? Create a detailed calendar on relocation tasks together with the suitable deadlines for completion of each errand.
Find a new location suitable for your business. Which area would you like your office to be in? Is it going to be more accessible for your employees and clients? How big should it be? Find a location that will most suit your business needs. You also have the option to move into a serviced office, a fully furnished office space where you could also get a flexible leasing agreement.
Allocate tasks and responsibilities. Inform your employees about your relocation plans and assign individual tasks and responsibilities. Make sure everyone knows what is expected from them and how to perform their duties in a timely and efficient manner.
Make a detailed inventory. Look into your office resources such as your furniture and equipment. From these items, you can segregate which items to take and which ones should be sold or thrown out.
Create an initial relocation budget. Make a financial plan on your moving costs. You can still make adjustments to the budget, but it’s good to have a framework.
Announce your relocation. Make a list of all the people, businesses, organizations, etc. that need to be informed of your new address and contact them regarding your relocation. You can also indicate on the doors of your premises that you’ll be moving out soon.
Two months before the moving day
Start purchasing. Start buying necessary new office furniture, equipment, and all other things that should be included in your relocation process.
Contact your network and telephone providers. Start coordinating with your providers regarding the moving of servers to ensure Internet access at your new location. You can also request to get new phone numbers or move existing ones.
Change the address on your documents and inform important associations. Inform your bank, insurance providers, vendors, subscriptions, and all the other important associations who need to know about your shift.
Review your existing lease agreement. Check your contract’s terms and conditions for returning the current space to the landlord and take according to measures.
Hire reliable and experienced office movers. Find out if any of your office equipment requires specialized movers or approved vendors to move it. Research for professional movers and packers in Dubai that seem to provide services that suit your needs. Also, make sure that the moving company provides insurance for your sensitive electronics and company valuables.
It’s good to conduct weekly meetings with your employees to confirm that the schedules are being met and responsibilities are correctly understood. This way, you can follow your schedule and get back to business the earliest possible.