Office Relocation 101: Minimizing Downtime for Businesses
There’s more to moving an office than just packing desks and carrying equipment to another building. A misjudged move can be disruptive to a business. This causes customer service to suffer and leaves projects delayed and staff irritated. A well-organized move of the new space will help to keep the business up and running. Not to mention, it will help a business settle into the new space.
Experts at Lawrence Moving say that businesses need to take on a moving process in a business project approach, and do not just think of it as a change in address. Determine what operations have to be continued when moving and what can be halted temporarily. Using this approach makes it easier to protect vital services and refrain from unimportant disruption. Here are the ways to reduce downtime during an office move:
Build a Relocation Timeline
A detailed timeline sets everyone straight on what and when one has to accomplish. Start to plan weeks or even months in advance, depending on the size of the office and equipment involved. Break down projects into smaller components.
The move, packing, the setting up of the technology, furniture, etc., and the final leftovers cleaning should be included in your timeline. Provide a bit more time for unforeseen issues, like late deliveries or the fact that the equipment may take longer to install. Normally, a small time buffer means no loss of time for the whole schedule.
Keep Employees Informed
Employees must have clear information throughout the relocation process. Don’t just let them know when packing starts and what items to bring together to prepare. Also, let them know where they’re going to get set up for the transition and when the new office opens. Regularly providing updates helps to minimize the confusion and assists workers in adapting to changes to their routine.
Establish one trusted point where relocations are reported, e.g., an internal message chain or joint document. Make sure instructions are short and changed if plans change. Staff members with a good awareness of what to anticipate are not utilizing working hours in ineffective ways, seeking information or trying to solve unnecessary issues.
Plan the Technology Move
The most common delays when moving offices are due to technology. Careful disconnection and testing of the computer equipment, servers, printers, phones, internet equipment, and other equipment may be necessary before employees are able to resume work.
Discuss with the IT team/service provider the moving date. Prior to the entire team returning, check Internet connection, network access, communication, and key software at the new site. As much as possible, complete critical equipment to bring workers online without waiting for last-minute finishing touches to be made to the rest of the office.
In conclusion, a quick review following the move can help to enhance planning for the next move. Document things that went well, what was holding it back, and what needs to be done differently next time. A well-executed move can be a smooth and seamless change rather than a disruption to businesses.
