Moving an office is a project that cannot be taken lightly. Depending on the size of the organization is the size of the measures you will need, however there are two fundamental aspects to an office move that should never be missing and that is why we want to take advantage of this space to tell you about them. Remember that these are some recommendations but only you and your team know specifically what points to work on and/or add to what we are going to present to you next.
Internal Communication
One of the main factors you should focus on when moving an office is the internal communication of your employees. Imagine all the emotions, ideas, expectations and problems you would have if you had to move house, now multiply that by the number of employees who will also be part of this move. Sounds like a big challenge, doesn't it?
The key to coping with this situation is how to communicate and work hand in hand with Human Resources and Marketing. It generates a communication strategy in which they turn the project of moving into a positive objective and that also motivates, because surely you know that having motivated and comfortable collaborators improves the performance of your activities.
On the other hand, it is very important that you take into account that sometimes you only need to move to certain areas of the organization. If this is your case, you will need two communication strategies: the first one for the areas that are kept in the current offices and the second one for the areas that will be moved.
One of the most common mistakes in this situation is that the strategy focuses only on the areas that will move and forgets about those that stay. It is very important to convey to the entire organization how valuable the move is and to highlight the benefits that will accrue to both parties. In this way you will avoid negative comments and displeasure among your collaborators.
Logistics Preparation
On the other hand, if you are part of HR you would probably want to skip this step, I know, it is not your subject, however, preparation of logistics is fundamental to obtain a successful move and there is a lot you can do to make it more efficient.
The first recommendation is to approach the building or office administrator to detail the specifications, restrictions and rules you must follow in the moving process. The aim of this is for you to have this information before you meet with the moving company, as you will need it to plan the appropriate logistics.
This step is very important, because before starting the move, you will need to carry out a survey, which in basic terms is an inspection of your offices to estimate the volume of furniture and items to be moved, as well as checking accesses and the necessary manoeuvres.
During the inspection it will be possible to identify if a technician or a specialist supplier is required, such as for the disconnection of electronic equipment, the dismantling of industrial canteens or the uninstallation and installation of the Equipment Rooms (ER) or better known as SITE's. (Our recommendation is to contact the factory supplier directly as they are the specialists, or in our case we could quote one that of course meets the necessary quality standards).
On the same day of the inspection, the survey will also require a planning meeting, where information from your building or office management will be used, as well as commenting on how you would like to plan the logistics and pointing out which points are most important to cover, so that we can focus on them until we have everything covered.
As you can see, the lifting is fundamental for the cost of the move to be presented to you, but these are simply one of the many steps that a move has, so it is very important that you start 3 or 4 weeks before the day of the move (without forgetting the time it will take you to receive the authorization and enter all the necessary paperwork to carry it out).
Finally, we know that all this may seem a lot, but we can assure you that by following these recommendations you will be able to carry out your move in an easier and more orderly fashion. Also remember that we offer a lifting and consulting service, as well as door-to-door removals to help you with everything you need. Don't hesitate to contact us with any queries you may have regarding this service, we hope to be in touch with you soon and that the information provided has been very useful.