Moving an office somewhat closer than usual, whether that be a couple of floors, two adjacent buildings or many blocks away, is a challenging activity which involves more than just pitching up cardboard boxes. It is an organizational restructuring that double-crosses work practice, increases enthusiasm and motivation among workers and may even change the organizational culture. But again, it can also turn into a nightmare and cause many financial losses, downtime and anguish among employees if not well thought-out and executed adequately. Understandably, this event of moving an office successfully boils down to just a couple of very simple tricks which if implemented correctly, make wonders out of disasters.
- Approach the Process with a Well-Constructed Plan and Timeline:
Every office transfer must have the epitome of all plans. First and foremost, build an effective timeline; preferably about six months at minimum and at least one year in advance for larger projects. The timeline must include each and every task that must be accomplished: starting from employee and client notices, to the installation of IT systems on the new premises. Define roles in the relocation process and allocate responsibilities to a relevant moving team or project manager. They will oversee everything – from finding new office space and signing the lease, to initiating any subcontractor activities or installing any necessary infrastructure, such as internet and other utilities. There has to be an inventory of all items, especially those outside documents which are furniture, equipment, or computers for this activity as well. Because, even very small things like deciding what is retrievable, useful or not useful and hence has to be left behind or even some of the misplace able items are all avoided.
- Talk, Talk, Talk:
An office transfer affects the entire organization, from the CEO to the latest recruit. It also affects clients and suppliers. Communication must be clear and consistent to lessen the potential fears and guarantee a successful transition. The minute the shift is decided upon, inform the employees and let them know where the new place is and why the move is necessary. The timeframe of shifting, how things are to be packed and what to expect on the moving day- let the employees know and keep updating them. This helps avoid the general uncertainty present in many organizational changes and hinges in the support of all those affected by the change. Also, inform your customers and suppliers about your address change and the intervention period if any as early as possible. Change your web site, letterhead, email signature, and every other online and offline listing to accommodate an address change. Prepare the announcement more elaborately or better still call for an open house to introduce the new premises to concerned parties.
- Think Carefully Before Selecting Your Moving Company:
The success of your office relocation heavily depends on the expertise of your chosen moving company. This is not a task for amateur movers. Professional Calgary office movers specialize in commercial relocations, understanding the unique challenges of transporting sensitive equipment, valuable documents, and often complex office furniture. They are the right people for the job with the right equipment, trained teams and strategic measures to decommission, pack, transport as well as reassemble office furniture and fixtures in a safe and efficient manner. Do not attempt to hire one mover alone. Get additional estimates. Make sure the movers have insurance. Moreover, try to find a company that already has experience in handling commercial relocations. Look up reviews, ask for contacts, and make sure you will be getting a reliable and professional organization. A decent moving company will consult with you and help design a custom moving plan that will leave all the operations within the company intact.
- Secure Your Office Technology and Other Amenities:
In this modern era, IT infrastructure is the backbone for most businesses. Transporting servers, personal computers, network devices and other heavy office equipment may be very demanding. Before doing anything, ensure all the data is backed up on either cloud storage or removable devices. Additionally, each cable and component should be clearly marked to facilitate easy reconstruction at the new location. For some of the heavy or complex items, it might be advisable and practical to use specific movers. For example, there may be cases when commercial establishments have large utility rooms fitted with professional appliances that need to be disassembled and transported to a new location. In these circumstances, appliance movers Calgary become crucial. Such services offer special equipment and skills to disconnect, pack, remove and reattach large and sensitive appliances without damaging them and make them functional soon after reaching the destination. Such specificity in preparation, packaging and handling the components reduce waste of time going to waste and allows for equipment related work to start sooner.
- Prepare for the “D – Day” as Well as After:
On the real day of the move, almost everything should have been planned for before. Make sure there is a step up team in place at both locations (old and new) to provide direction to movers and answer questions and resolve any gray areas. Pack in a separate box and make available basic, most essential items, such as coffee and office supplies, and of course, a first aid kit. Do not be shy to tour the new office one last time, when empty, to check whether all new furniture and equipment are within its appropriate areas. Check all services, phones, and IT connections as fast as possible. And finally, let the good times roll! These types of functions or celebrations boost employee’s confidence and love for the new workspace because they feel appreciated and motivated. Also, once all this is over, be willing to listen to any complains from employees and other factors that cause problems in order to avoid problems in your new environment.
markmunroe
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