Office Moving: Five Mistakes that Cost Companies Money
Moving office can have a real impact on your bottom line if you make costly mistakes. Here’s how to ensure your office relocation is a success
Failure to plan is planning to fail
Moving an entire office can be a daunting prospect, especially if you have been based at your current location for a number of years. Many business owners under-estimate the time and effort required to plan a smooth move and leave planning until the last minute, causing the whole process to take more time and effort than needed. Ensure you have one person in charge of organising the move and encourage them to create a move ‘checklist’ broken down into ‘pre-move’ ‘moving day’ and ‘post-move.’ This will mean all of the key areas are covered off and nothing gets missed. Things like notifying suppliers of your move, sorting insurance, organising an IT company to pack up the computers and servers on your leave date – all of this needs to be sorted well in advance.
Zero communication, maximum frustration
Not communicating the details of your move to both clients and staff can cause untold aggravation. You, and the majority of your staff, are likely to be out of action on moving day and it could potentially take a few days to get settled. Ensure your clients are kept in the loop and given a constant point of contact so they still feel loved. Having the support of staff is also equally as important. Make sure they know where they need to be, how they can help and what they need to be saying to your clients about your move. It’s also vital that you avoid your staff doing any lifting and carrying – the risks far outweigh the benefits.
We often see companies attempting to move crates of old equipment and files from the old office to the new – things that usually take up storage space in the new office but are never used again. Use the move as an opportunity to de-clutter. Scan in documents so you can discard of the hard copies and donate unwanted furniture or hardware to charity. Look for a removals firm who can support this – at Robinsons we have launched Di-vert – Britain’s first fully-audited office furniture waste recycling service that can cut your moving costs whilst supporting your CSR policy. It’s also helpful to have extra bins and recycling points set up – this makes it easier for staff to clear their desks quickly and encourages them to recycle properly.
Unsecure sites create opportunists delight
Many firms don’t consider security on the day of the move. With people travelling from one site to the other at a few points throughout the day, it’s a calling card for opportunists looking for a quick hit and this can be a costly mistake to make. So when your move day arrives, ensure you have proper security in place at both the new office and the old site. Make sure there is always someone at each site and move all valuable objects first.
Poorly executed priorities
When you’re moving sites, getting to know the new office space and who will sit where is often at the forefront of people’s mind. However, it’s essential to prioritise and make sure that business stays on track. Your phones and email systems need to be at the top of the list and up and running as soon as possible to encourage staff to get back into ‘work-mode.’ Give people clear roles as they arrive at the new space with the aim of getting ‘back to business’ as soon as possible.
One final word of warning – be realistic! At Robinsons we have relocated more than 15,000 employees in the last 12-months alone, and one thing we see time and time again is firms expecting the impossible. Office moves will always bring challenges, so expect there to be a few things that don’t go to plan, try and stay calm and always work as a team.
For more information, visit www.robinsonsrelo.com