August 20, 2019

Preparing For an Office Move

Business Relocation - Blog
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Moving Tips

The Element Relocations team has compiled a list of handy tips for preparing for your next relocation. Read on to find out more.

Develop a clear communication strategy

Make sure to start with a clear communication strategy and a timeline for distributing information about the upcoming move to staff. Depending on the size of your organisation a multi-pronged approach is usually best including emails, posters, and notice drops on desks.

Make sure you're clear when communicating key dates such as a deadline for special requests, a deadline for packing (including the time), and the earliest time staff can arrive at the new location on day one.

New or old tech?

If you're moving office why not take the opportunity to upgrade some of your desktop technology such as monitors, docks, keyboards, and mice. While the lower upfront costs may make it attractive to relocate your existing tech it is often be a false economy. Consider the following:

• How much life is left in your existing tech? - If your business needs to upgrade your tech in year or two you'll be paying again to swap the old for new. Bringing forward the purchase of new tech will save on install costs in the future.

• Standardise your tech setups - By standardising your tech setups you'll enable easier, quicker, and cheaper internal moves in the future. With non-standard tech staff may demand to have their equipment move with them for fear of ending up with an inferior setup. With standardised tech you'll only need to move the staff and don't have to worry about touching the any desktop tech.

• Employee productivity - Upgrading to the latest and greatest tech can provide a boost to employee productivity which will more than pay back the extra upfront investment. For example switching from single to dual monitors has proven to significantly reduce the time taken to complete computer based tasks.

Reduce, Reuse, Recycle

Encourage your staff to take part in a reduce, reuse, recycle (RRR) program. Get rid of anything your business no longer needs in order to free up space, reduce clutter, and cut move costs by shrinking the volume that needs to be relocated.

Consider responsible options for disposal of anything that will not be reused. You can make this easy by providing a verity of bins (general waste, e-waste, mixed recycling, and secure destruction) for staff to sort rubbish into.

Labelling

Ensure you have a clear labelling system and that the system is communicated to everyone who may be labelling items for moving. Ideally use room or desk numbers as those will be easy for removalists to locate. Using different colours for separate floors or areas is also a great way to make things clear.

Distributing a set of packing and labelling instructions to staff is often helpful. Include infomation on what should go in crates and what is fine to be labelled by itself. Make sure that staff place labels on the side of moving crates so they're readable when stacked, this is a big time saver for removalists.

Floorplans

Provide your removalists with a clear set of floorplans showing the uplift and set-down locations. Make sure to include room and desk numbers on the floorplans so delivery locations can be quickly located.

Storage

Conduct a storage audit before you move to see how much of your storage space is currently being used. You can then adjust the quantity of storage provided in you new location to match business needs.

There may also be opportunities to make use of off site archive storage for files, further freeing up space precious office space for more productive uses.

Need more advice?

Element Relocations provides a consulting and move preparation service. Contact our friendly team to find out how we can help you prepare for your next office move.

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