How to Move Office Efficiently with Minimum Downtime

November 13, 2015 3:01 pm Published by

Do you need to move office? Perhaps you have more staff now and need a bigger premises? Or are you simply relocating to a different area? You could just be moving office within the same building.

Whatever your reason for wanting to move office, the logistics can be a bit of a nightmare. Even if you are a relatively small company with just 20 employees there are still many things to consider. Ensuring all your computer equipment, files, furniture and even servers are transported safely and securely will be paramount in your mind.

You will also be aware that you want as little down time for your business as possible. At the same time as the office move process is going on, your business has to continue to run efficiently and focus on its existing workload and commitments.

Plan ahead

You can never plan enough for something like this, don’t underestimate the importance of this stage. Don’t think you can just arrange for a lorry to turn up and hope that everything will ‘work out ok’. At the planning stage here are some of the key areas to think about:

  • Communicating with your staff – an office move can be an unnerving experience. If all of your staff are kept well informed about the changes afoot and know in advance what will be expected of them prior to, during and after the move things will run more smoothly.
  • Appoint staff leader for the move – if you have multiple departments then appoint someone from each department to relay messages and instructions. One or two people should take on the responsibility of organising everything.
  • Take the opportunity to edit – start well in advance getting rid of things you don’t need. It could be that certain hard copies or files aren’t required anymore. Scan them, back them up then shred the originals. You could also think about other ways to modernise storage or filing systems – get all this done well in advance of the move date.
  • Start to organise – this is everything from each employee’s desk items and computers through to other pieces of furniture and equipment. Plan how they will be grouped and moved. Most good office movers will provide IT crates and also crates for individuals.
  • Create a timeline – this is a good visual aid for all involved to have specific deadlines to work towards with realistic achievable lists.

Choose your office mover wisely

Choose a company who are experienced with office and commercial moves as they will have the knowledge and equipment to do it right. A household or domestic mover that dabbles in office moves could cause major downtime, damage, and cost you dearly in lost revenue.

Here’s what to look for in your office mover:

  • Do they have good reviews and testimonials from happy customers? You could ask them for the details of the last business or company that they moved.
  • Are they experienced in office moves and do they have the correct training and expertise to move servers and multiple computer equipment types.
  • Have they relocated a company of your size before? This is worth checking particularly if you are a very large organisation.
  • Do they have the correct insurance cover for the move and will your equipment be insured whilst it is being stored.
  • Will there be any hidden costs for boxes and crates that you will need them to supply?
  • They should suggest a visit to your premises to assess your requirements, this is not something that should be estimated over a phone call.
  • Will they dispose of any unwanted items for you during the move? If so will they be disposed of in an environmentally friendly way?

When moving office premises or relocating a company, you will have so many things to think of including changing your stationary, phone numbers and a whole host of other administrative lists. So why not put your mind at rest on the physical move by calling Randalls on 0117 3600 123 for some expert advice on moving offices. We will come to your premises and provide you with a quote as well as giving you guidance on how to manage the move with the least amount of down time for your business.

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This post was written by Tony Randall

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