Setting Up Your New Office
Setting Up Your New Office
Setting Up Your New Office
It's one thing to get set up in an office where you are comfortable with your surroundings and able to function at peak efficiency. It is quite another to completely uproot and move to a new location and still be able to function as well, if not better. However, sometimes it is necessary; as businesses grow and expand, the need for additional or newer space becomes imperative. The trick is to make the move with a minimum loss of business or efficiency.
Of course the first step in any office move is to pick the new digs. Have a good idea of when you are wanting to move and plan accordingly. Make sure it is at least bigger, if not more efficient, than your current space. Ideally, you want a place where you can expand, so you'll need a place slightly bigger than what you have at the moment.
You will need to make sure the office space is properly serviced by all the utilities and other necessary requirements. If not, determine how much it will cost for such service to be established.
Look into management and what they are responsible for, such as plumbing or electrical problems, as well as whether or not there are restrictions on redecorating, or what hours you have access to the building.
As with any move, you should start planning for the move about a month out, measuring the new office and ordering any new furniture that may be required. Go ahead and look into hiring a moving firm, as many will require advanced notice. You should also work out any new insurance, as well as making plans ahead of time for IT changes that will occur. This also goes for phone lines and other electronic mediums.
Current suppliers such as magazine and newspaper subscriptions should be notified about three weeks out from the move, as well as any security contracts signed. You don't want to move in without adequate security measures in place. You should also mail out change of address notifications to all contacts and suppliers.
In the final two weeks, you need to have your internet and phones in place and ready to go, setting up any forwarding numbers you may need, and have a plan for having all essentials in place when you move in. You should spend the last week packing everything up. Leave as little for the movers to have to move as possible, as this will save money in the long run.
Take the time to determine in advance where everyone is going to be, with spaces and locations for desks, filing cabinets, and other items marked for the benefit of those doing the moving. The more planning you do ahead of time, the better off you'll be on moving day.
Finally, set up a specific day that everything will be moved. Have your employees move their own personal possessions, computers, etc. Ideally if this can be done on a Friday/Saturday combination, you will only lose about a day of actual work. Of course if you have the means, hiring a company that can move you and have you set up overnight so you don't miss a beat is a good idea too, but it is a far more expensive one and not an option for most smaller businesses.
Once you're set up, take the time to acknowledge your efforts, your success as a company that necessitated the move, and enjoy your new surroundings. But it is also important to hit the ground running, as you do not wish to sit rest on your laurels. The most important thing is to recognize this move for what it is, the chance to go forward to bigger and better things.
Now go therefore and succeed..
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