Companies move from office to office for all sorts of reasons. Whether you’re expanding, relocating, or altering your working pattern, moving office can be a truly exciting and progressive time. Though it does not come without its challenges. From planning the office move to maintaining business continuity, switching offices is often a task delayed by managers due to the hassle surrounding it. But worry not, at Desk London we have years of combined experience in the office space industry, so we know what works and what doesn’t when it comes to avoiding office disruption during a move. Discover our top tips in this guide.
1. Delegate Tasks
One of the best things you can do for your team during an office move is to appoint colleagues to various tasks so disruption is kept to a minimum. Allocate time slots for packing up your existing office space and make sure everyone is aware of who the point of contact is for each element of the move. This can massively help tackle any pre-move concerns and difficulties, so organisation is certainly key.
2. Update & Inform Stakeholders
Next, it is essential you keep stakeholders, including employees, informed and updated at every stage of the move. Be sure to provide regular updates which might include seating plans, information about the new location, and any other essential info that could help ease stakeholders’ worries throughout the period of transition. It’s also important to inform clients about the move as early as possible as they may need to make adjustments themselves in terms of payments and accessibility to your new address. Communication can make the world of difference during an office move so keep it at the forefront of your approach.
3. Sort Out Your Tech
Figuring out furniture, décor, and interior design is the fun part of an office move. Tech, however, can be a bit more complicated. In the modern digital world, figuring out your technology can make or break a company, so it’s best to have all your systems up and running before you move in if possible. You don’t want a scenario where your team turn up at the new office space just to find the internet does not work. Give yourselves time to set up and install any new equipment before the move takes place to avoid tech and continuity disruptions.
4. Forward Calls
If you still use landlines, it’s crucial you get all your calls forwarded to your new number. This is fairly easy to do and will only cost a small fee, especially if you only do this for the first 6 months while customers and stakeholders adapt to your new office. Failing to do so may lead customers to believe you are ignoring their calls, posing the potential for lost business and a negative reputation. Forwarding your calls can therefore help to reduce any confusion or missed opportunities.
5. Utilise Flexible Work Patterns
Finally, a great way to minimise interference is to use flexible working patterns to your advantage. With hybrid work becoming the norm, employees are now used to working from home or remotely. Therefore, when moving office, you might want to suggest that your team operates remotely until the space is fully equipped and organised to save any unduly operational problems. Naturally, you might hope to get your team on-site as soon as possible, but making use of flexible arrangements can really work to your benefit in this case.