Moving offices is exciting — a brand new space, with new local coffee shops and places for lunch. The only problem is the move itself. Office moves require planning, time and very careful organisation. There are lots of moving parts to juggle and without a comprehensive list of what needs to be done, you could find yourself without internet connectivity or working phones. Here we share with you 4 office moving tips that will help ensure your transition is a smooth one.
Inform your connectivity & telephony provider early
With regards to something as significant as relocating your company’s offices, you should start planning as early as possible. Let your internet connectivity and telephony providers know exactly when you are moving, and the new address, as soon as you know these details yourself. A good rule of thumb is to start the process four to six months before you physically transition to the new space. The lead time for setting up a new internet connection can take months depending on what is already in place and what type of connectivity you require.
Telephones will need to be moved on the day, as well as comms cabinets, routers and other crucial tech equipment. With staff needing to work seamlessly from one day to the next, the transfer of this equipment will require precise coordination with your telecoms provider.
A good telephony provider will be able to set up diverts to mobiles and temporary connectivity should this be required, but they need advance warning. Don’t leave this aspect of your move too late!
Hire a moving company early
Something else that should be done early is hiring a moving company. Do so about three months before the move will take place. Waiting too long could mean not getting a good deal. Movers, like any business, can book up. This is especially the case during the summer.
Make sure you get a complete estimate for everything before you make an agreement. You don’t want to be surprised by additional charges you were not anticipating.
Also make sure the company you contract deals specifically with commercial clients and has a high standard of professionalism. You may even want to get recommendations from business partners for good commercial movers.
Use the relocation as a chance to do some serious cleaning
Relocating an office is a chance for a beautiful, clutter free space. As such, you shouldn’t bring any items that are not needed anymore. For example if there is some old office furniture sitting around that no one uses, take the office move as an opportunity to get rid of it. If there are outmoded computers and equipment you no longer have a use for, donate them. If there are old paper documents that have been converted into digital files, shred them.
Designate a Project Manager
A capable project manager can mean the difference between a seamless move and a disaster. The timeline throughout the week and on the day of the move can only be managed well by one person who has a bird’s eye view of everything that is happening, and direct contact with both employees and contractors. Having multiple parties responsible for liaising with different suppliers will most likely lead to a lack of coordination. Ensure the project manager 1) has a detailed budget, 2) clear timeline, and 3) the authority to sign off on agreements, transfer services and pay for things.
About VTSL
VTSL is a leading cloud communications provider in the UK & Ireland, specialising in cloud telephony, LAN & WAN, fibre connectivity and unified communications. VTSL offers solutions ranging from contact centres as a service to flexible working solutions to integrated productivity management. VTSL has over 10 years of experience providing the leading IP telephony platform to businesses and over 15,000 users across the UK and Ireland. To speak to one of our experts today, please call 020 7078 3200 or email info@vtsl.net.
