COVID-19 has had a marked impact on the geography of our working lives, and continues to do so. Indeed, during the height of lockdown back in 2020, at least half the UK’s labour force were working remotely, with many offices reluctant to open again fully now that social distancing measures have been abandoned and life returns to ‘normal’.
With 2022’s cost of living crisis causing the need for a streamlining of finances, other companies have taken a more nuanced approach, by either downsizing or relocating to somewhere less city-central.
Should your company be moving into a new office, then you’ll know that this is certainly no easy task. You want the relocation to be quick and efficient, but also scrupulously achieved; that’s no classified documents left onsite for wandering eyes, and no debris left behind to cause damage to your business’ reputation, for starters.
So, how do you ensure that the exercise goes as smoothly and as sustainably as possible? Of course, every business aims to have minimal disruption while maintaining productivity during such a time. Starting from the initial planning stage all the way up to the final day of moving to your new office space, the main goal here is having a steady transition for your business.
With that in mind, here’s the lowdown on relocating your business; our 7 IDEAL tips for a smooth office move.
Early Planning
There are no trial runs here. No war games to hypothetically pick holes in the moving process before executing a seamless transition. Instead, for any office relocation, it is advisable to get planning ahead of time meticulously to ensure a hitch-free move.
Profile Interiors, who provide office fitouts in Melbourne, recommend doing this at least 3 to 6 months before the actual moving date, giving you adequate time to ensure the whole process goes as planned, and all moving companies, equipment and storage can be arranged ahead of time.
Infrastructure
It’s vitally important to take note of the impact the move will have on your business. Make sure that infrastructure – such as internet and electricity – is set up at the other end so you can resume operations as soon as you arrive at your new office. Otherwise, company output and productivity will take a hit which you may not recover from in the current, erratic and unpredictable market.
Speaking of productivity, you’ll want to ensure that your new office space has plenty of natural light. A 2018 study conducted by professor Alan Hedge of Cornell University and reported on by PR Newswire found that ‘’optimizing the amount of natural light in an office significantly improves health and wellness among workers, leading to gains in productivity’’.
Proper Communication With Your Employees
You need to notify your employees and involve them in the moving plans and scheduling, both so as not to deautonomise them, and so they’re completely primed and ready for the transition. They should also be aware of any new arrangements and rules regarding the new building, and the change in address. As always in business, communication is king.
From a more personal perspective, perhaps a day out to your office’s new location, to examine the amenities in the area (and check out the lunch options!) will help settle any collective company jitters about change, which are only natural in such uncertain times.
Ensure everyone concerned is informed of the new location and address change. This way, you’ll be able to avoid losing clients and staff, both massive challenges in 2022.
If you are relocating overseas, which can present its own unique set of problems regarding employee wellbeing, check out Global HR experts Remote’s guide on How To Handle International Employee Relocation.
Hire A Reliable Moving Company
With a qualified moving company, a fair amount of the heavy lifting – both physical and metaphorical – will be taken care of. Not only are moving companies far better equipped in proper technique for moving items ergonomically speaking, but they’re also adept at the logistic elements of the operation.
As the professional office movers in London OCL tell us, ”from equipment inventory to furniture recycling, IT migration to IT setup”, such experts have a far greater scope of roles and dexterity in delivery than if you took on the task of moving yourself. Save yourself some stress, hey?
Ensure That All Of Your Data Is Safe
Backing up all of your data and documents, as well as making physical copies of any files you have on record, is so essential prior to the physical move of your company. Should items get lost there’s a twofold risk here; firstly, you can’t retrieve information vital to your company. But perhaps more importantly, data and privacy may be breached, leaving your business susceptible to fraud and rights violations.
This is where the virtualization benefits in the field of cyber security come into play. By employing advanced data virtualization tools, you can gain a clearer understanding of your data landscape, identify potential vulnerabilities, and ensure that all sensitive information is securely backed up and monitored during the move.
Back up and then back up again. And then, back up those back ups.
Read: Tips for surfing the web safely
Consider Downsizing
You should choose an office space that can comfortably accommodate your staff members and clients; that is a given. However, have you considered downsizing? With the new hybrid working model becoming the norm, which sees both people can work remotely at home and at local workspaces, it just makes sense.
As reported by Spaceworks recently, “a survey of UK SMEs by Open Access Government revealed that 29% were planning to downsize offices as soon as their leases allowed. That equates to more than 1.7 million small businesses across the UK”. Downsizing means that you can reduce overheads dramatically, and every penny counts.
Other Pressing Considerations
Just as moving homes can be hectic, commercial relocation can be exhausting, too. Whenever you’re undergoing a relocation, it is important to ensure the process does not affect employee morale, productivity or how you run your business.
Below are some of the important things to consider during an office relocation:
- Set a realistic budget. You want to avoid any unwarranted expenses hence the need to set a budget that will cater for the costs that are likely to be incurred.
- Office furnishing and decorations. The interior of an office plays a very important role in influencing employees productivity levels. Second to the home, the workplace is the place most of us spend our time. Since many of us have been working from home and have got use to our creature comforts, consider creating a more homely environment in your office too. Mimic the warm and comfortable environment of a home, creating a space people want to come to. Think lots of break out spaces with comfy sofas, cosy rugs, cushions, and soft lighting.
- Internet and WIFI connectivity. There is hardly any business that can run smoothly without access to the internet these days, as such the need to ensure your workspace is well connected before you settle on a new location is paramount.
- IT and proper data storage. Losing your data in the midst of a relocation would be a nightmare for any business owner, so look into hiring expert IT engineers to ensure that all your data is backed up prior to the move.
The Bottom Line
Office relocation is a complicated, often messy business, and of course, this is just the start. But by bearing these simple guidelines and tips in mind, your office relocation will be a smooth one. Remember, the goal here is to ensure the least disruptions to the daily operations of your business and minimise any downtime in your output. Good luck and we can’t wait to receive a postcard!
Next check our our simple tips on how to reduce your office’s carbon footprint and run a more sustainable office in 2022 here.
