Are you relocating your office within the block and you are afraid of how it will affect your workflow?

Offices moving require a lot of strategies and organisation to overcome some challenges because they are complicated processes.Minimising disturbance and keeping it without hampering your workflow is crucial.

So how can you make sure that you do not disrupt your business normalcy when changing between them?

Here are some professional tips and tricks to make your office move smoothly and seamlessly to avoid disruptive time for your business.

1) Early Planning Is Key

Don’t wait until the last minute! Ideally, you should start planning your office relocation months in advance.

This gives you ample time to:

Secure your new office space and complete all lessee agreements.
Pen down a moving plan which will state what activities related to the move will be done on which month and a breakdown to the days of the week.
Advise your employees on the move and what they are expected to do.
Make a list of office equipment and furniture that will be required to be relocated so that it can be compared to the current setup.
It is advisable to take several quotations from different office removalists in a bid to choose the most appropriate one in regard to price and services.

2) Create A Detailed Timeline

Develop a comprehensive timeline that outlines all tasks leading up to moving day.

Here’s a basic example:

Factor	Why Is It Important?
Timeframe	Tasks
3-6 months before	Choose new location, design layout
2-3 months before	Select best moving company, begin inventory planning
1-2 months before	Start packing non-essential items
2-4 weeks before	Finalise moving logistics, update addresses
1 week before	Pack remaining items, prepare for IT transfer
Moving day	Oversee the move, ensure all items are accounted for

3) Communication Is Crucial

People become stressed when they move whether as individuals or families. So it’s important to ensure that the employees involved are informed in order to avoid demoralisation and lack of concentration.

Here’s how to ensure effective communication:

Organise a series of meetings during which key concerns will be communicated and employees will be able to pose questions.
Give updates of the planning process as well as formal and informal achievements made so far.
Identify a primary method of informing everyone, be it a single document or group for updates and relevant information.
In this case, the reason for the move should be spelt out and then the way the change will help the firm needs to be described.

4) Hire Professional Office Removalists

Even though it may be possible to conduct the move internally, hiring professional office removalists is effective in saving time, stress and workflow disruptions.

When selecting:

Look for past experience in office relocation
Make sure they have licences & insurance
Go through the customer reviews and include asking for recommendations.
Obtain the final estimates in writing from more than one company

Just bear in mind, while choosing that cheap is not always best. Try to get an affordable option, yet look for the one which is the best and offers the most efficient service.

5) Minimise Disruptions During Office Relocation

Business operations shouldn’t come to a stand still when one decides to move to a new place.

Here are some tips to keep disruptions to a minimum:

Move non-essential items first: Pack and move items that are not so vital in operations so that you are able to make time when you are having some problems.
Inform clients of the move: As this might affect phone lines or internet access you should inform your clients of the relocation beforehand. It is recommended to provide a temporary phone number.
Schedule the move outside of peak hours: It is preferred that you arrange the move during off-peak hours such as during the evening or over the weekend.
Hire professional office movers: Office removalists understand how to effectively and safely move the items during the entire process because they have conducted many office relocations.

6) Plan For IT And Equipment Transfer

Of all the activities involved in an office move, technology transfer proves often to be the most sensitive.

To minimise downtime:

Develop an inventory of all the types of IT equipment.
It is recommended to back up all your data before the move.
To set them up in the new location consult with the IT department of your company or the provider of the tech services.
Computer items should be relocated independently of furniture to keep them protected.

7) Prepare The New Office Space

Before moving day, ensure your new office is ready:

Ensure all the utilities are on and properly connected
Ensure that sufficient security measures are implemented
Ensure that the space complies with all necessary rules and regulations as well as those concerning safety.
Consider the layout so that it is easy to unpack and set up.

8) Handle Sensitive Information Securely

During an office move, it’s crucial to protect confidential information:

Securely pack and label all sensitive documents
Consider using locked containers for highly confidential items
Ensure your movers understand the importance of data security

9) Consider Professional Help For Office Remodelling

If your move involves remodelling the new space, professional help can be invaluable. As discussed in our blog “3 Ways in Which Best Movers Can Help You During Office Remodelling” expert movers can assist with layout planning, furniture arrangement, and minimising disruptions during the remodelling process.

Ready To Make Your Office Move Smooth And Stress-Free?

It is now important for you to employ all these strategies that have been illustrated on how to plan for an office move without the office coming to a standstill. When it comes to your office moving, G Line Movers are always here to make it an excellent success. Our team of professional office movers in Melbourne is aware of all the peculiarities of business relocations and can manage all the tasks.

Stress of moving is real; therefore it should not be allowed to impact your business. Our professional office removalists utilise leading edge equipment and methods to moving your valuable office equipment and furniture for a safe arrival at the new location.