Has it gotten warm, and your boss has selected you to lead the upcoming office moving? Moving is enjoyable and healthy for a company but can cause so much trouble that there is a desire to delay this entire moving project altogether.

According to statistics, during the warm season, the highest number of offices move in north America. This article will discuss how to organize and carry out the move quickly and without loss. It is a challenging task, and it requires many people’s efforts, and you have to treat this as a project. Therefore, we will approach the issue as a management task and consider implementing a project called “The Office Moving.”

The implementation of any project consists of the sequential solution of the following tasks:

1. Determine the goals of the project, take into account the existing constraints.
2. Appoint a project manager.
3. Determine the stages of the project, the assignment of reference (control) points.
4. Determine the timing of the implementation of each step, drawing up a network work schedule.
5. Draw a detailed plan for implementing the project, including a list of activities with responsible persons and deadlines.
6. Create Project Budgeting.

Accordingly, the first thing to start organizing the move with is setting goals, considering the company’s limitations. Goal setting is the responsibility of the head of the organization or department that is moving.

1. Sort Out All Type of Communications:

Of course, you want everything to work like a clock after moving to a new office: the Internet, telephones, office equipment, etc. To do this, you need to make every effort to check and, if necessary, conduct communications in a new place. Therefore, before the employees move, arrange a tour for a full-time system administrator or a specially engaged specialist for this.

After carrying out the necessary “research” at the new location, you need to quickly transport the devices for connecting the Internet provider and telephone operator or connect to new ones. And this takes a certain amount of time, and in poor organization, the process can drag on for 2-3 weeks.

Follow the tips below to keep communication systems alive:

a) Check the network connectivity at the new location.

b) Approve and sign contracts for the installation of communications, ensure timely prepayment for connection.

c) Select phone numbers, transfer existing phone lines (if it is impossible to connect new ones for technical reasons). Previous tenants can help simplify the work of identifying telephones and establishing a network (if you can get in touch with them). Such an acquaintance will bring undoubted benefit: you will receive objective information about communications and their quality, and indeed about all the pros and cons of the office in which you have to work (since it is not in the interests of the owners of the building to show the wrong sides of the office if any).

Many landlords provide offices with a ready-made local office network, which, unfortunately, does not always match your needs and does not correspond to the employees’ seating arrangement. In this case, you have to redo it “for yourself.” It will be beneficial to have a plan with detailed seating arrangements on hand.

2. What Else do you Need to Consider when Renting an Office?

Pay close attention to the following items:

• The electrical network, what is its maximum possible load in amperes (to avoid malfunctions).
• Electrical wiring, placement of sockets, switches in rooms, the presence of lighting devices.
• Location and expandability of communication networks.
• The company of a bathroom with serviceable plumbing.
• Availability of cold and hot water (water quality).
• The existence of auxiliary rooms for storing archives or other things.
• The company of a freight elevator for transporting property (if an administrative building).

3. Define a Time Frame and Schedule:

Fix a  very effective time frame. Set a date when all belongings must be removed from the office, which is the date of your last move. You will probably need a few days to move out, depending on how many items you need to move. Step back from the move date and make a list of everything you need to do before the trucks arrive.

4. Assign Tasks and Create a Relocation Committee if Needed:

It is an immeasurable idea to include workers in the move as early as possible. The Relocation Committee can help you organize and plan your move and make the transition easier for the rest of the staff. Ask the committee to review all tasks and assign roles as needed. As you move forward, you may have to add functions to the list and be sure to assign tasks – too many to do on your own.

5. Make a Plan for Internal and External Communications:

An internal communications plan will keep employees informed of your move plans. In contrast, an external program will keep your customers and suppliers informed of your business operations during the move so you can keep working during the movement.

6. Hire movers:

Like any other state, movers in new jersey take time and should be one of the first tasks on your list. Ask a teammate to list at least five shipping companies, and then make sure you research them carefully before hiring. Set a budget, get a quote, and compare transport companies’ services to decide which one to hire.

7. Hire Professional Packers:

If your travel budget allows you to hire professional packers, do so. It saves you and your employees the hassle of collecting things in office spaces that are common and often difficult to pack and move. Employees can be asked to fill their desks or offices, as this also enables employees to clean up their seats and get rid of things they don’t need to move.

8. Create a New Plan and Layout of The Office:

This is where your moving company comes in handy. It’s always exciting to move to a new place, but when you have to figure out where everyone and everyone is going, it takes a long time. Make sure you know where each piece of furniture will be placed and where each employee will sit.

9. Talk to Your Current Suppliers:

Moving a business can mean changing your service provider. Check your contracts and then decide if you will stay with your current suppliers or consider moving. You will need to determine what the new space will require in terms of telephone lines and network infrastructure. Talk to your new landlord and suppliers to ensure you know the new area needs no disruption to service. For any equipment you rent, contact your dealer to advise you of the move and how best to get the equipment to a new location.

10. Keep Employees Informed and Updated More Frequently:

Moving can be difficult for employees. It could mean a change in how they get to the move and whether their travel time will be longer than before. If you are moving to a more modest area, staff must know how the offices will be distributed and their new room. Employees should be kept informed at every step of the process. Try to keep a flexible schedule on a notice board in the kitchen or other commonplace to see how things are going and what they expect from them as employees.