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Surviving An Office Relocation
There comes a time when you need to change your office location for whatever reason; perhaps business demand has increased and you need more workspace or you may simply want to move to a more central location, closer to your clientele. Whatever the reason for having an office move, it doesn’t have to be a stressful event; you can make it a fun activity for you and your employees.
For some, office relocation may involve moving from your bedroom to your basement! And for some that can mean moving and carrying a lot of baggage. And at the same time it results in little disruption to customers, employees and business operations. An office move requires a lot of planning and should come at a time when business is slower to ensure minimal distractions. You can choose to have an office moving company do the work for you or hire office movers. And here’s the thing; today, there are green moving companies that will not only make the moving process much easier, but also reduce the carbon impact of your move to make it more environmentally friendly.
Some office moving companies will simply move your items to your new location, but green office movers will help you plan, move and settle in your new location. In fact, if you research businesses in the green moving business, you’ll find some that will actually do everything for you: plan, take stock, and move your office. Some will even offer premium services to your employees to help reduce the stress of moving and downtime to productivity.
As a business, it makes environmental and financial sense to go green. Your customers will notice and because everyone is so environmentally conscious today, they will appreciate it. You never know what form their appreciation will take. As you move with a green company along the way, it’s a great time to implement “green” policies in your business – make it less paper-centric, try recycled energy, try biodiesel – anything that will do your business to leave a smaller carbon footprint.
The best time to move the office is on a Thursday or Friday when employees are wrapping up their week; and of course they should be informed of the move so they can make their own arrangements, some may not want to move with the office. Once employees have been advised of the move, get department managers involved and have them take an inventory of everything they have to pack and also be able to claim insurance in case of loss.
And in line with the green transition; when going through old equipment, see if you can reuse some of it instead of replacing. If you really want new equipment, either sell or donate the old stuff. Then contact you IT guys and backup all data; and once the furniture is in place, install the computers and prepare them for use by your workers when they report for work. And on the actual office moving day, employees must pack all their desk items in boxes and clearly label them.
Office moves, even carefully planned ones, can go wrong; not on moving day, but after moving! File cabinets that had a very important presentation or simple things like an employee’s phone cord are missing! It is therefore more important that everyone is involved in the relocation exercise, it has even been described by some as a ‘company project’ because delayed relocation can mean lost work and man hours. After moving, make sure you have a system in place to direct mail to the new address or you could end up receiving orders 6 months too late!
And if you’re moving your one-person office, put all your stuff in clearly labeled boxes or start going green by repurposing some of your old supply boxes to pack stuff and save money too. Plastic moving boxes are great for packing and keeping track of paper files and documentation. For delicate machines, make sure they are well protected with bubble wrap or old clothing before shipping if you don’t want to count losses in your new office! However, an office move with many employees or one that has complex and dangerous machinery such as x-rays or large printers should be done by professional office moving companies.
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