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An office relocation requires complex planning followed by proper execution in order to succeed. A detailed moving checklist with scheduling will determine whether your office relocation remains orderly or turns into a complete mess. Check out below to ensure that you get the best results.
One project leader should run the relocation project with selected departmental representatives, creating a team. The team formation will lead all tasks concerning the relocation process. This will also help you plan out the entire relocation and help you mitigate the challenges that you might face during the process.
You must be clear with the requirements before you plan to move out. You must also address the reasons why you are moving out of your present office spaces In Pune. This will help you ensure that the new place you are getting is addressing these issues and you are not facing present problems in the new place.
Creating a comprehensive budget that includes lease payments together with relocation expenses as well as costs for new furnishing and IT system installation with additional charges will be a game changer. It would help you understand what are the major areas where you are spending the company’s revenue during relocation.
You must start with your search at least 6 months before the actual relocation. This timeframe will allow you to check and visit all the potential spaces and provide you with enough thinking time.
Make your lease agreement after completing an evaluation of your options. The lease agreement must include complete clarity about the terms that apply to shared office space.
Take help from a space planner in building a workspace that maximises efficiency. When businesses choose to move, floor planners help them determine space setup possibilities that will improve the efficiency of their new office space.
Make a list of all office furniture, equipment, and supplies, deciding what to keep, replace, or discard. Have your IT employees plan the move of your IT infrastructure at the same time, making sure that phone systems, the internet, and other critical services will work correctly in the new location.
One must research for a reputable moving company specialised in office relocations. Try to select moving companies that possess experience in executing high-scale corporate moves.
Ensure that you inform employees along with clients, vendors and stakeholders about your relocation date. Your office needs an updated location on website content along with new business cards and promotional materials. This process will ensure that there is no communication gap between the stakeholders of your business.
You must make a final inspection to check the completion of every renovation step throughout your new location. Check the functionality of all installed systems that handle heating, ventilation and air conditioning alongside security entry procedures and lighting operations. If your company uses a shared workspace, make sure everyone is aware of the access procedures.
A complete digital data backup operation should be executed while confirming data accessibility to avoid information loss throughout the relocation process.
Create a portable kit containing essential documents, tools, first aid materials, and needed items for quick accessibility.
The moving team should be on their toes during the D-day. Their representatives should be present at all the checkpoints to ensure that the whole process takes place smoothly. They must also coordinate and supervise to ensure smooth relocation.
You need to organise the installation process of essential equipment and systems so that the company’s operations do not stop for a moment. Private cabin coworking space provides easier setup for critical systems.
The inspection of your new space needs to detect every element that needs correction. Employee opinions about the new workspace environment should be collected so you can identify important adjustments to make.
Conclusion
We hope that using this complete checklist enables you to have a smooth office relocation while minimising workplace disruptions during the transition.
