5 Project Management Tips for a Smooth Office Move
The prospect of an office relocation can be daunting. Yet it is often necessary to meet the changing needs of a company. Office relocation is a large undertaking, requiring detailed planning and precise project management. A certain element of disruption is to be expected. However, it’s vital to keep it to a minimum, as any downtime for a business has the potential to incur a loss in income and customer satisfaction. Moving office needn’t be a monumental upheaval. Follow our top tips to help make the transition as smooth and successful as possible.
1. Make the move a team effort
Any office move requires a team effort to ensure a successful outcome. Putting together the right team of people to manage the move is an important part of the process. Anthony Robinson, Managing Director of Oxford removals company, Robinsons Relocation, agrees. “A project leader should be appointed and supported by a dedicated team of people who will facilitate all aspects of the office move,” he says. “Encourage them to create a move ‘checklist’ broken down into ‘pre-move’, ‘moving day’ and ‘post-move’ to ensure that all of the key areas are covered and nothing gets missed,” adds Robinson.
Change can be unsettling for staff, so communication is key to ensure a smooth move. At the same time as moving premises, a business has to continue to run and focus on existing workloads and commitments. Keeping the team informed and boosting morale with a positive mind-set will ensure your move has a greater chance of success.
2. Hire a professional removals company
Whether you’re moving locally or heading further afield, employing the services of a professional removals firm is essential. An experienced removals company will work with your business to understand your needs and priorities. They can identify your key business requirements to create a bespoke removal plan. Removals experts understand that it’s not always possible to bring a business to a standstill. Therefore, they can arrange a staggered move to ensure the transition from one location to another is as seamless as possible.
An experienced firm will guide you through the process and help to minimise the stress of moving. In the long run, employing experts will typically save you time and money. Their experience ensures effective planning and mitigation of common mistakes.
3. Precision planning is key
There’s a great deal to consider when undertaking an office relocation. The sooner you start, the better your chances of achieving a seamless move. The secret to a successful move is to start preparing and planning as soon as possible. It is important to identify the individual stages of the move to reduce the risk of disregarding important details. Your plan should include all aspects of the relocation from costs to contact lists.
4. Out with the old, in with the new
Ensure you have a floor plan of your new office so that you can familiarise yourself with the new layout. Comparing your existing office space with the new one will allow you to identify any areas that currently don’t function effectively. You can then preempt the problems in your future office and resolve any issues prior to moving in.
Similarly, a relocation provides the ideal opportunity to remove old files and paperwork that are no longer needed and to purge storage areas of redundant items. At this point, it may also be worth considering secure storage to archive old documentation. Archiving can offer a safe and cost-effective storage solution, liberating valuable and more costly office space in the process.
5. Keep in contact
Whether your business can be brought to a standstill or it needs to stay live 24 hours a day, it is essential to ensure all stakeholders receive adequate communication throughout the relocation process. Creating a contact list is an invaluable tool. If you have a comprehensive list of everyone you do business with, you can ensure that everyone, from your suppliers to clients, knows that you’re moving. Your business contacts will appreciate the gesture and forewarning of possible disruptions on your moving day.