A recommended 12 weeks prior to a move is when a business should begin preparing employees for the move. Businesses need to ensure minimum disruption to employees and office equipment during a relocation and if not planned properly, it can quickly affect revenue and the level of anxiety in the business can cause reduced efficiency.
Your first step
- Get a number of removal companies to visit both your existing and new sites before they provide an estimate. Consider the date of your choice – many office removal companies will move your company on a Saturday or Sunday to avoid excessive disruption.
- Confirm that you are confident with the relocation company to manage and move workstations and electronic equipment. Ask questions and get references so that you do not doubt their experience. For Removal Companies Essex, visit a site like Jeakins, a leading Removal Companies Essex
- Visit your new office space and remember to take dimensional measurements to make sure the equipment will fit through the corridors and the entrance.
- Design the new floor plan including location of desks and equipment.
- Most importantly – make sure you have an internet connection that is effective when you relocate, to ensure that your staff don’t suffer unnecessary disruption to their work.
- When the floor plan has been decided and agreed, ensure all staff have access to it so that they can visualize the new environment before moving. Do not forget to make a copy of the floor plan available at the new office on the day of the move.
- Give your relocation company a copy of the new office layout too!
- Do not forget to clearly show any furniture or equipment that does not need to be taken to your new office.
- Remember to remind employees of their tasks during the move. Are they required to box up their own files? Oversee the moving of their own workstation? Pack their own drawer?
On the day of relocation
Tell your staff what you expect them to do. You might give them a half-day holiday so that they are not floating around the office or you may want them to wait at the new office.
- Remember the Health and Safety of both you and your employees is crucial.
- Make sure no staff members are lifting heavy items, remember to look out for any trip hazards and ensure electrical wiring is safely organised.
- Let your relocation specialist to do what they do best; they understand the methods of sealing filing cabinets which are normally transported full, how to pack up equipment boxes and the best way to move a computer safely before loading them into the removal vehicle.
- Remember to be careful with data protection and the movement of confidential documents. Get rid of any obsolete data but also shred sensitive documents to ensure they are not just thrown into a skip. Your removal company may have a specialist contactor that can do this.
- Make sure your employees have easy access to the new toilet facilities, a kettle and sink.
- Tell your staff exactly what the new car parking arrangements involve and ensure permits are allocated.
- Send your change of address cards to your clients and contacts!