Moving an Office? Tips for Staying Productive
Any big move is disruptive, whether it’s your home or your office that’s switching to a new location. Both kinds of move are stressful and time-consuming, and in business, time is money. Here are a few tips for staying productive while moving an office or during the
relocation of an office:
-Set a firm schedule. Let staff know exactly what they need to do and when. Confusion always leads to lost productivity, so set out dates and times for packing up workstations and personal belongings and the actual move. Clearly state when you expect everyone to be settled in the new office space and back at work. A change is as good as a vacation, and all too often the time on either side of moving day is regarded as a slack period. Make it clear that this won’t be the case, and that staff will be expected to get as much work done as possible.
-The modern office falls apart when communications go down. Make absolutely sure that telephone service and internet will be available as soon as phones and computer equipment is plugged in at the new location. It’s best to give suppliers plenty of notice so they can ensure all the necessary switchover work is done in advance. If possible, test the systems in your new office the day before the move. Make a call to your new number if you have one and try calling out too.
-Your tech support staff will be busy so make sure they’re all ready and briefed for action. There will always be problems setting up scanners, keyboards, and other peripherals. Ask them to drain or remove printer ink cartridges before the move. The last thing you need is a rupture and an ink spill in the mover’s truck or in your new office building.
-Labeling is key. Stickers can be used to tell movers which piece of equipment needs to go where. Each box should be labeled with the contents and location, eg ‘computer monitor, CEO’s office’.
-Map out the new area. There are two very good reasons to do this. The first is to make sure everyone and everything in the old office has a place in the new one. Offices and workstation spaces should be assigned well before the move. Decide where photocopying facilities and filing cabinets will go, otherwise hours will be lost changing around the layout of the new area. Making and distributing a map also makes it clear to staff where they and their equipment will need to go. Movers can use the map to put items exactly where they need to be.
-Keep track of security risks. The contents of the office safe, sensitive documents, customer credit card details, and other high value items should be moved separately. Assign a manager and make these boxes his or her personal responsibility, or handle it yourself. Don’t let anything sensitive go with the moving company- they usually won’t take responsibility for high risk items.
-Of course, there are a lot of expensive things that you will have to hand over to the movers. Computers are usually the main concern, and you may want to consider extra moving insurance to safeguard against losses and damage.
