The thought of moving an entire team from one office to another might seem incredibly daunting if you’ve never done it before. Though, you can rest assured that with our tips and tricks below your office move will be as seamless and stress-free as possible.
A solid plan is essential to ensure everything runs smoothly. Have a sit down with your entire workforce and let everyone know what’s going on and make sure everyone is a part of the move – if it’s easier that way. All of your management teams, supervisors and employees need to know where they need to be and have tasks assigned to them.
Time also must be a factor in the plan. Expecting to move an entire office from one building to another in just a week or two isn’t feasible. When outlining your moving plan, spread the whole processes across at least two months. If you’re a larger business, push this to around eight months.
Once you have your timeline laid out, you can then move on to the more intricate planning like the planning of the new office. You will need to know exactly where all the power outlets are, where the kitchen and storage areas are and where internet cabling goes. Knowing this will give you plenty of time to draft up a layout of the new office as obviously, your old layout isn’t going to fit exactly into a new space.
Lastly, outline problems that you expect to have. Don’t go forward with the move thinking that everything is going to run flawlessly. Spend some time doing a quick problem analysis and determine what steps are likely to go wrong and figure out a few ways to solve the issues that arise.
Ask the Team to Help
If you have a larger office with a whole lot of furniture and equipment to move, then either delegate this to a moving company or ask your team to help out. Remember that it isn’t their job to move the business, so don’t expect a resounding ‘yes’ from your staff, though some may want to help out.
With your team members who are willing to help out, delegate specific tasks to them so that everything runs smoothly. A clear path with clear instructions is vital, so make sure these are outlined to everyone. It’s a good idea to ask each employee to pack their desks up into boxes so that they’re ready to be moved right away.
If you do have a lot of rubbish to remove or have taken away, chances are you team won’t want to do this so it’s best to reach out to a removal company to do it. Companies like 1300 Rubbish do all the manual labour and take all rubbish away for you.
Keep Everyone Updated
Whilst the move is happening, it’s important that staff meetings occur more frequently so that all staff members know exactly what’s going on. You don’t want a whole bunch of different workflows happening at the same time that aren’t in line with the moving goals.
On top of dealing with everyone’s moving tasks, it’s also important to let employees understand that they don’t need to work tirelessly to help the business move. Most tasks can be handed off to professional movers so that staff members don’t need to stress too much.
Create a Solid Budget
Once you have all of the planning out of the way, you’ll then know what you can begin budgeting for. Do you need a professional team? Can your staff do a majority of the moving? Will you need plenty of boxes and moving vans? These are the sort of questions you should be asking yourself to make sure that you’re able to afford the move.
If you’re too busy to focus on physical moving tasks, then it’s time to choose a team that you can trust to do the planning and managing of staff. This will free up time for you and will also mean that you will always have someone working to get everything moved out on time.
Make a List of Contacts
Lastly, you’ll need to have a list on-hand of anyone you might need to be in contact with. Sometimes there may not be time to search for someone’s number as there might be an urgent situation. Add a few numbers of your team members, the number of the office you’re moving in to and also any clients or business partners you may have to get in touch with.