Office Moves are the Perfect Excuse to Upgrade your IT Systems
Stressed out about the though of moving your office? You are not alone. Whether downsizing, upsizing, implementing a more robust remote work environment, or taking on new employees due to a successful merger, companies are finding that an office move is not an easy task.
The following 9 Steps for a successfull relocation is taken from wikihow.com:
1. Assess your needs and current situation: You need to be clear about the purpose of your office relocation (e.g. lease break, lease expiry, planned growth or contraction) in order to define your needs and map out the appropriate office move plan. There are some big decisions that must be agreed upon as the starting point and which will form the basis of the subsequent planning process, including the details of the existing lease and notice period and your current obligations and liabilities.
2. Be clear about your requirements:A clear understanding at the outset of your basic strategic and operational requirements will make the whole moving office process go more smoothly – and save time. Don’t worry too much about the technical specifics (as that is part of the advice given by the external property move professionals). However, you must have an overall idea and consensus from the decision makers about the key drivers of the office move including:
- Where you want to move to;
- how much space you need; when you need to be in by;
- what key features you need your new office to have;
- what your planned business objectives (including growth plan) the move needs to satisfy;
- and type and length of lease you want.
3. Build the right office move project team:An office move is a major undertaking and a collaborative effort is needed for a successful outcome. Putting together the right project team is critical and should include people who will help facilitate all aspects of the move. It will need to comprise both internal and external members. A project leader must be put in charge of the move process as soon as the decision to move office has been made. This person must have enough time to devote to the office move project and should:
- have the trust of senior management;
- the authority to act on behalf of the company;
- be senior enough to be able to make decisions;
- be a good organizer of people and processes;
- have experience of setting and working within budgets;
- and be a good communicator.
4. Start early: There’s a lot to do, so the earlier you start, the greater the chance of achieving the smooth move your company expects. It is impossible to plan too far ahead. Once the project leader has been appointed, work should start. You should start reviewing your options 9 – 18 months prior to your lease expiration regardless of whether you are considering renewing, renegotiation or relocation. It is vital that you allow enough lead-time to increase the amount of leverage and competition between the various options, which can result in substantial savings for you.
5. Create a realistic budget: Creating a realistic office move budget is a critical planning tool that will help you assess your costs and manage them throughout the process.
6. Engage the right office move professionals: The whole moving office process can be complex, stressful and time-consuming. After people costs, property costs are most company’s next biggest expenditure. The decisions you make will have an impact on your company’s profitability. Working with the right professional team is the single biggest must-do for any company thinking of moving office. They will guide you through the process, save you money in the long run and also make sure you don’t make any critical mistakes.
Read the remaining steps here…
Don’t forget the Technology!
Great Lakes Computer is here to help in your office move. A move is the PERFECT time to reevaluate your Information Technology systems and setup.
BUT you need to ask the right questions. We offer a complete checklist for your big office move when it comes to moving your technology in our FREE Office Technology Move Guide.
Here are a few other things to consider when planning for an office move:
- What is the right choice in an Internet Service Provider (ISP)?
- Should I buy new or refurbished equipment?
- What are my phone system requirements?
- Do I cable my new office or rely on wi-fi?
- What specific requirements does my new facility have?
- Is my data safe and secure during my move?
- Is my data backed up in case an emergency happens during the move?
Great Lakes Computer offers an Office Technology Move Service, which includes: backup validation,dismantle existing location, transportation, and new location setup.
Learn more about the author Bob Martin