Office relocation is typically an exciting thing. It could mean your business is expanding, your organization is doing well, and you’re ready for growth. Or it could mean your lease simply expired or you’re even just trying to cut costs. Either way, if you’re the one in charge of making the move happen, it can be quite overwhelming.
Moving into a new office is always a bigger task than people think. People often underestimate how much planning and organization goes into relocating spaces. It can end up being a stressful, exhausting job if you’re not adequately prepared. Check out our Office Relocation Checklist after reading this blog.
Some common office relocation challenges include:
Space planning
Not planning for all the right configurations for your new office space can be costly to both your company’s budget and morale. Deciding in advance what furniture is needed, what will fit in the new space and who will get what office are important things to decide early on. Where will TVs be hung and do you want the wiring hidden? Where will the desks likely go? Is there a server room or rack with adequate HVAC to keep your systems cool and operational? These are all deciding factors that need to be thought out carefully before the move can begin.
We typically see two different types of moves when moving a client from point A to point B:
1. The Smooth Move – the new location is already outfitted with everything needed; a server room, cables, sockets, etc. This makes it easier for vendors like your phone or internet provider to come in and get things set up with minimal changes.
2. The Bare Boned Move – the new location is completely empty and needs some TLC. Some of the issues faced with this type of move include:
- Making sure your office is adequately cabled for your intended use with sufficient power outlets in the right locations.
- Interfacing with a general contractor or building engineer to ensure that all the modifications required are being completed- on time and on budget!
Going over budget
Staying within a set budget can be tough when you don’t get accurate quotes or when things go wrong. It’s hard to be able to prepare for expenses that are unforeseeable. Hiring a planner that can set a budget and stick to it is best. Using their expertise and their connections to preferred, trusted vendors can save a lot of time and take a lot of stress off your plate.
Meeting move deadlines
Downtime for any business means money lost. Many people don’t realize how much time vendors need in advance to make sure equipment and services are set up on time. Did you know that phone/internet companies can typically schedule installations 45-60 days in advance?
Not finding trustworthy vendors to work with
If this is your first office move, you may not already know which vendors are trustworthy or who is easy to work with. Also, knowing when to schedule vendors in order of priority is so important in how smooth the process will be later on. If your phone provider shows up before there are desks or offices built out in your space, rescheduling them to come back out could cause a huge delay.
Here are just a few of the important players in the game:
- Having the right general contractor to ensure construction goes smoothly
- A phone carrier to make sure your services are turned on ahead of your move date
- Cable and internet providers need to be set up before any desktop equipment is moved into the building
Planning the move, while also trying to do your normal full-time job
Attempting to take on a move is like taking on another full time job. Moving an office requires a lot of project management and can be overwhelming if you’re also trying to manage doing your 9-5.
If you need help relocating offices, Summit Business Technologies has a dedicated staff with years of experience with office moves, along with preferred vendors that we trust and have a history with. We take full responsibility for transferring everything from your furniture to your IT and telecoms systems; ensuring your business moves from the old office to the new without a glitch.
