Since the pandemic, some companies are taking the decision to move to alternative premises as their working practices have changed.
Moving office is no simple task! But with the right planning and professional support, the stress of an office relocation can be reduced, and everything can be moved from place A to place B seamlessly, with no downtime.
First Class Technologies has helped many clients move premises, without losing any connectivity or customer contact. So, if you are planning an office move, here are 7 tips to help you move your office, and your IT infrastructure, without a glitch.
Tip 1: Make a plan. Check the plan. Then plan a bit more!
You can’t do enough planning when it comes to an office relocation! It’s always useful to have a number of people involved in planning the move, to share out some of the tasks and evaluate decisions.
Make sure to visit the new premises regularly, so you become familiar with it before moving day. Whilst you’re there, map out the location of important facilities such as power sockets, telephone ports etc. to help you plan your new office layout.
Devise an idea of what equipment will go where, and get that signed off and agreed in advance.
Be sure to involve your IT support team. Invite them to visit the site with you, so they can check data cabling requirements, Wi-Fi, networks, connectivity and other important aspects.
Tip 2. Evaluate what equipment you need to take, dispose of or upgrade.
Office moves are a great time to review what you have, think about what you need to invest in, and decide what needs to be upgraded or disposed of.
Do a thorough review of all existing equipment before you move. After all, there’s no point paying to have something relocated if it’s no longer fit for purpose, or if you’re going to replace it shortly anyway.
See what options there are to recycle any unwanted equipment to help other people or businesses. For example, First Class Technologies works with a local charitable initiative in Staffordshire that recycles IT equipment to help people who don’t have access to technology. If this might be useful for your office move, please get in touch and we’ll supply you with details.
As well as reviewing equipment, an office move is the perfect time to de-clutter other areas of the office – from paper documents to the office stationery cupboard – as it’s amazing what gets stored away for years yet is no longer required. Moving premises is a great opportunity for a good clear out, to help save money on your office move and save space in your new place. Just don’t forget to recycle any wastepaper wherever possible, and to securely shred any confidential information.
Tip 3. Future Proof Your Plans
Once you have an idea of the layout of the new office, take some time to review it in light of any future changes.
Might you be taking on any more staff so need to incorporate more desks further down the line?
Could there be any organisational structure changes that might affect how each area is laid out?
We know you don’t have a crystal ball and can’t foresee the future, but if you can try to think ahead it might help you to build in some contingencies and future proof your business going forward.
Consult your IT team when you’re putting your plans together. If, like First Class, they are experienced in office moves, they’ll be able to add value with their thoughts and ideas.
Tip 4. Get your move in the diary, and keep everyone informed.
You’ll no doubt need the help of other businesses to complete your move, so be sure to contact these suppliers as early as possible, to get your project booked in. For example, it can take time to get services connected at a new venue, so that might impact your move date.
Be sure to keep all your suppliers up to date with any changes that might affect the work they’re doing for you, so you’re all working to the same project dates and deadlines. It’s a difficult job trying to co-ordinate different aspects of a project to make sure everyone you need is available when you need them!
And don’t forget to keep all your business colleagues in the loop too, through internal chats, newsletters or the company intranet!
Ensure you involve your IT support team in the move, and see if there is any help or advice they can provide before the move date to make the relocation easier. For example, they might suggest you start to label all the IT and communications equipment, so it arrives in the right location in the new office. Similarly, finding a way to match the right cables and peripherals with the right devices can save a lot of hassle when everything is getting re-connected.
Make sure to give your IT team as much notice as possible, to ensure they have the resources to help you in advance of the move, and on moving day itself.
Tip 5. Protect your data!
To protect all your digital data, make sure everything is backed-up before you move. Your IT support team will be able to help you with this, to ensure there are sufficient back-ups in place to ensure no data losses should anything unexpected happen to any equipment during the move.
In terms of paper records, make sure any files and archive boxes are clearly labelled and securely sealed. You may wish to consider converting paper files into electronic documents using a professional document scanning company before the move, to save taking lots of paper files to your new premises.
Tip 6. Consider timing!
As well as considering the timing regarding co-ordinating all the move suppliers, think about your move date from your business perspective. After all, an office relocation is stressful enough, without doing it during a busy period!
If possible, try to arrange some cross-over time between leaving one office and moving into another to give you some breathing space, and the option to move the business in stages if required.
Don’t forget to inform all your clients, customers and suppliers in advance of your move – and update all your address information in all the places it is listed, including your website, Google and social media.
Tip 7. Ensure you use professionals to help you relocate and re-connect all your IT equipment safely.
It goes without saying that there is a lot of expensive equipment involved in an IT relocation and office move, and also lots of important data being moved too, either stored within your technology or in hard copy form, so make sure you use professionals who not only have the knowledge and experience to help you, but also the right insurance cover should anything go wrong!
Use a trusted IT partner to help.
There are lots of pitfalls to avoid with an office move, but with the right planning and IT support to help you, it can all go smoothly.
Any IT relocation issues that cause a problem to the smooth running of your business, such as lack of internet or telephony services, computer downtime or network failures, can cost you money and affect the quality of your customer service, which may have a knock-on effect for your reputation.
Put your office move and IT equipment in safe hands by contacting First Class Technologies.
