Keeping Your Business Operations Intact During an Office Switch

Keeping Your Business Operations Intact During an Office Switch

All going well, there’ll come a time when your old office just isn’t equipped to deal with your needs, and you have to think about moving to a bigger, better, and more appropriate office space. This is an exciting time, as it allows you to create a new space in the image of your branding, and can push your business even along the road to success. But there’s a snag; you can’t just zap yourself to a new office, and you can’t pause your business operations, either. So how do you juggle the two? Below, we take a look at how you can ensure that your day-to-day business dealing isn’t too severely interrupted by your move.

Have a Plan

When it comes to moving to a new office, preparation is everything. You should be making plans well in advance of the actual move, including kitting it out with everything that you’ll feasibly need in a new office (minus things like your computers, which you’ll take with you). The aim should be to try and have everything in place, so it’s just a matter of transporting boxes from your current office, unpacking, and then getting down to work. Of course, that’s just the aim - the reality is that there’ll be some snag along the way. But always shoot for the stars!

Low Period

It’s unlikely that your business is always operating at one hundred miles per hour. If you’ve been trading for a few years, you should have an idea of when your workload begins to slump somewhat. Use this information to make your move all the more straightforward! You’ll find everything much less stressful if you’re moving when your workload isn’t quite as intense as it is during your busiest times of the year. Much like when you’re moving home, picking the right time can make all the difference.

Slow Moves

You could try to move from one office to another over a weekend. You finish the workday early on the Friday, get moving and shaking, and then seamlessly slide back into work at your new office on the Monday. You COULD do this, but you might find that things don’t go quite as smoothly as you’d like. And if you have any problems whatsoever, then you’re going to have headaches on the Monday, when you’re supposed to be back doing your job. Instead, try to give yourself a few weeks in which to slowly make the transition. You’ll have to pay rent on two offices, which may sting, but it’s only for a couple of weeks, and you’ll appreciate being able to take your time.

Apologize In Advance

You shouldn’t be focusing all of your attention on the office switch; you have customers to think about, after all! However, it’s entirely possible that you’re not going to be able to offer the same level of service as you usually can. While your core responsibilities shouldn’t be affected, it’s possible that you may have trouble getting back to customer requests as quickly as normal. Before you get too deep into the move, send a message out to your customers, explaining that you’re in the process of moving offices and that response times may be a bit longer than usual.

Hire Professional Movers

You’ll be making your life - and those of your employees - much more straightforward if you hire professional movers to transport your goods from one office to the other. Again, it’s like moving homes: people often don’t realize just how much stuff they have, or how difficult it is to shift until they have to do it themselves. While you and your team can help with the initial packing up, the heavy lifting and transporting should be left to the professionals. Aside from making it less stressful - on your mind and body - it’ll also free up a lot of your time, which you use on your business.

Consider Going Digital Before the Move

There’s always something that goes wrong when you’re moving large quantities of materials. A computer may drop, a hard drive may be lost. All those countless sheets of paper that contain crucial bits of information could become disorganized, or irretrievably lost. As such, you may want to consider digitalizing all your important information before the move. Once it’s done, you can keep them all in cloud storage, like that offered by Onlime. No matter what happens during your move, you can rest easy knowing that all your essential documents are safe.

Don’t Let Costs Spiral

There’s no getting around the fact that an office move can be expensive. Hopefully, if you’ve planned it right, then those costs will be absorbed into all the new business you can now take on, now that you have the space to grow. Still, even though you may have to spend a fair amount of money, it’s important that they don’t spiral out of control. There are a lot of costs that people often overlook, and if you’re continually shelling out for more unexpected costs, then you might find that you have cash-flow problems, or that your profits for the year have taken a real hit.

Keep Employees Informed

Whether you’re a large or small company doesn’t matter: it’s important that you keep your employees informed every step of the way. There are going to be plenty of changes, as well as plenty of small disturbances, that’ll affect their working schedule and capabilities. From the beginning planning stages to the move itself, make sure you’re keeping your workers informed about everything that’s happening.

The New Commute

And talking of your employees, keep in mind that you may be moving to a new office that’s further away from their homes. Once you’ve made the switch, give your workers some leeway with their arrival times. They may hit an unexpected traffic jam, or have trouble parking, or get lost altogether if they don’t know the area.

With the above advice, you can ensure that your move isn’t stressful - and instead focus on improving your business!

Featured Image from Shutterstock

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