Top 5 Tips To Make Office Relocation Easy and Smooth

Moving to another city in the U.S. isn't an easy ordeal, especially moving an office or opening up a new branch. As hectic as it is, it becomes necessary at some point as your company grows. And if you follow the correct procedures and guidelines, the move will seem more seamless than you thought.

Although deadlines, deliveries, and daily duties do not stop while packing and moving, the right management skills and proper allocation of resources can help you balance the two projects. You must strategically handle the big move as you manage and handle multiple clients with creative solutions. 

Instead of stressing over the move, use this blog as a guide for helpful tips and tricks and gather relevant resources to make a move more quick and efficient. Do not spend too much time executing the moving plan. 

According to a survey by E.ON, most small business owners consider office relocation the second most stressful task, with recruiting new staff being the first. However, take the necessary time for proper planning, pay attention to detail and consider everyone's needs. 

For business owners settled in the U.S., a lack of planning and backup plans leads to moving day disasters and last-minute delays. Although, it does not have to be this way. 

Top 5 Tips To Make Office Relocation Easy and Smooth

1.  Consider Your Storage Options

Moving isn't easy, as we've already established, but the challenging aspect lies within planning. You must plan if you're moving to another state. For instance, you're set up shop in New York and moving to a metropolitan state like Indianapolis; it could take days or weeks.

You'll face issues when handling office supplies and equipment, which is why self-storage options can come in handy. Finding storage units in Indianapolis is the next logical step. How? Type in storage units Indianapolis on Google to find storage units near you to store stuff you'll need later.  

Moreover, most storage unit facilities also offer rental trucks to carry your supplies to and from the office, including cold storage, digital locks, 24-hour CCTV monitoring, and dedicated parking spots. 

You can also use storage units to declutter your office and shift your items gradually. It may not be a good idea to remove all items and furniture and unpack them at the new location.

Why? Because it will increase workload. Instead, prioritize which options need to shift first and which ones can wait. Storage facilities are perfect for that.

2.  Plan Your Office Relocation Early

Things only work out best if done at the right time. Therefore, if you get a good deal on a new office location, sign a lease on it at the right time. The commercial real estate market might not be the same for a week. 

After all, it will take time for you to take care of the rest. Hence, do not wait before your office becomes too tiny to accommodate all the staff members and tend to multiple clients simultaneously. 

When planning the big move, decide the date, time, and budget. You may need to hire a moving company to help you pick up and load the stuff and hire a packing company if you decide to take the responsibility to pack internally, consider your time limitations, including other members and divide the tasks among them.

Draft a schedule detailing all activities with date and time, and follow through. Have backup plans in case something comes up at the last minute. Do not forget to sign the waiver form and hand the old office's documents and keys back to its owner.

3.  Protect Confidential Company Information

One of the most crucial things to consider is your company's data. Consider prioritizing protecting your business's digital data, hard copies of documents, and other files. Even if you are taking the company computers with you, ensure your data is backed up on hard drives.

The digital visitor management tools are easier to protect since they are cloud-based, making the data move seamless. Stay in compliance with the General Data Protection Regulation (GDPR) by securing the details of your past visitors. 

Protecting your data would be much easier if your business used self-service kiosks. It will also ensure swift installation in your new office without missing a new visitor log. It would seem like the move never happened since the data entry would remain the same. 

4.  Communicate with Your Employees

Employees need to know as soon as you plan to relocate your office so that they can make their arrangements accordingly. Their route and commute would change with the move.

In addition, let them plan by clearing specific tasks before moving and notify them of the changes in the new building, including phone numbers, fax numbers, the new office address, schedules, and moving plans.

An excellent way to manage the staff and the move is to let each employee sort their cubicles or offices. Many employees may bring particular personal possessions to the office that they leave behind by the end of the day, in addition to the department's files and company documents they are responsible for. 

Therefore, make a move easy by dividing tasks among your workforce. Please encourage them to make a moving checklist and ensure that all items are clear before leaving the premises the day before moving. 

5.  Find a Moving Company

You will find several moving companies in Indianapolis and the surrounding metro area that offer various services. Make sure you book the movers in time and communicate your needs. 

You can also hire a 360-degree moving service package, including packing services, loading, unloading, and setting up your items and furniture in the new office. Professional movers are experts at handling and managing stuff and have the required training and equipment for a seamless move. 

If you communicate your needs well, the moving company will draft a plan for you, including the packing material they will use, the size of the moving truck, depending on the volume, and the number of people working on your project. 

It will make cost estimation a lot easier. You can only avail the services you require, eliminate last-minute changes and plan for everything that may go wrong on moving day.

Conclusion

Make your office relocation easier by availing of the storage facilities and moving services in Indianapolis and the surrounding metropolitan area with all amenities and services. Plan your move well in time to avoid mismanagement and last-minute delays. 

Always ensure your company's data safety and opt for cloud-based systems and servers to ensure you do not miss visitor logs and keep backup storage devices of confidential data. 

Your employees should be the first to know about the move since it will directly affect them. Please encourage them to manage their things independently and include them in the moving plan. Lastly, find a moving company to help you pack, load, unload, and unpack everything at your new location.

Following these tips will help eliminate the stress of moving to a new location.