As companies prepare for the future, office relocation is proving to be an effective strategy for getting into better, cheaper and more appropriate office space.
With the right relocation planning, budgeting and management, office relocation enables businesses to raise their corporate profile, grow their client base, improve operational efficiency, retain and attract staff and give the right first impression to clients.
Value for money should be at the forefront of every business decision – and this is certainly true when it comes to moving office. The end game for most companies will be to end up in the right property, on the right terms, with the right deal, with the right office design and layout, with the right furniture in the right places, with everything working on that first morning in the new office – and all this having happened on time, to budget and with the minimum hassle and disruption to the business. Easy when you say it quickly!
Office Relocation Planning
For this to happen there needs to be a relentless focus on office relocation planning and preparation – and a strong commitment to engage the expertise of external professional office relocation experts to help with each key stage of the office move. However, there is often reluctance for businesses moving office to seek professional advice.
There are, sadly, all too many examples where companies have paid the penalty (and price) for trying to go it alone – usually driven by a lack of experience or a desire to “save money”. Whilst the sentiment of trying to achieve best value is understandable the result is often the opposite. Best practice and experience clearly shows that companies that don’t engage external professional expertise waste unnecessary time and money. Conversely, businesses that do work with office relocation experts (property consultants, property lawyers, office fit-out companies, IT, Telecoms and office removal companies) avoid mistakes, save time and get better value for their money.
Office Relocation Management
The office relocation management is very likely to become a nightmare for you and for your business if it is handled as a pack and move service. After the packages are moved to the new site and you stay alone with the packages you may face a disaster that is the most expensive way of having an office relocation management experience.
Although the service provider has declared that your office move management services have been completed, and you have to sign the delivery receipt and pay for the service, the truth is that your corporate move has not been completed yet. An ideal office relocation management services package should include various details such as;
- Assessment of your new office space requirements,
- Space planning of the new site,
- Interiors design,
- Construction works,
- Leasing contract (if needed) for the new site,
- Exercising the safety and health regulations,
- Acquiring new office fit out and technical equipment,
- Disposal of old office fit out and equipment,
- Establishing communication lines and cabling (Communication/Data),
- Sanitary works,
- Electrical works including cabling and illumination (fixtures),
- Extra storage areas.
Indeed, you lose twice when you decide choosing a cheaper pack and move service as an commercial relocation management service. Because, each service above is more expensive in case of being purchased individually. A single provider that provides these services in a single contract you will have the comfort as well as a cost efficient all in one professional office move service.
It follows from this that the commercial relocation management services should be carried out by the professionals that are eligible for fulfilling the complex services without missing any detail while letting you to focus on your business. This also provides a seamless commercial move management services that will reduce your down time period as much as possible.
For more information of the areas we cover with our Commercial Moving Services
Surviving Office RelocationOne of the major problems of a growing business is the need for expansion or even relocation. The company would be faced on opening up a new branch, remodeling the present office, and relocating to a bigger office space. When a business to be suddenly interrupted by office relocation, management tends to panic due to disorganization. For efficient office relocation, the company needs advanced planning for a smooth moving experience. 1. Hire An Expert To survive the mess office relocation brings to the working environment, the company should think about hiring an office relocation experts that could analyze the company's resettlement for the employees so management to focus on their own work. By doing so, the company could save a lot of time and money with a much smoother transition to the relocated office. With your company's relocation team along with the office relocation service team, the budget and planning would be a series of brainstorming sessions. Organized as most relocation teams are, they would supply your company with a detailed documentation. - Relocation plans - Infrastructure needed - Equipment needed - Shipment of old office appliances - Quotation for entire procedure 2. Planning Is Key These services have highly trained staff members which studies the company's profile and its need for the new environment. The office relocation specialists plan ahead of time to provide a strategic facility location and set up lease negotiations to find your company the perfect location for the new office. These people would be the one to handle the design and lay-outs of walls, carpeting, ceilings, location of comfort rooms and other rooms. They would lead in the implementation of all the necessary equipments needed for the company's business. They are the people who would develop and execute the office relocation. Give the specifications to your office relocation specialist. They would provide the location of your company's desired place, and they are the ones who would do the negotiations for lot owners. These office relocation services would handle all departure assistance. They would set up your recent office space for lease or purchase to a real estate agent for faster results. By negotiating with the office areas' worth, your company would be given the extra needed financial increase for expenses on the ongoing office relocation. 3. Shipping Cargo Negotiations with the top companies of shipping and cargo would be the office relocation team. They would set up an appointment for the relocation date and time. Office relocation services would provide your company the advantage of comfort because every little detail of your office relocation would be their job. They would monitor the pick up of all office supplies and make sure that the deliveries of these supplies and appliances arrive on schedule. They would also set up electrical wires, telecommunications needed, air-conditioning, the arrangements of office equipments and furniture of your desire, and positioning of systems furniture. There are also special relocation teams which manage information technology updates and set ups which could help your company adapt a healthier environment with new facilities. They could handle all of the technical side of your company's business move. 4. Less Disruption Means Avoiding Loss Of Profits These office relocation services provide the company a less disruptive environment during the process of relocation. They are experts who have been in the relocating business for years and help the company to get the system up fast and the office up and running. These relocation services provide a great deal of service to your company's comfort. From the designs of your company's walls and ceiling, to the pipelines of the office bath rooms, to the networks of the company's information technology, to the office appliances needed, with your go signal, they will be there to make all the dealings. With an understanding of your company's needs, they would assist you in legal documents for lease, business permits and construction permits. Plus, they would provide for you the contacts and they would negotiate with them if top materials and equipments the office is necessary. With this in mind, you will be the boss on your own office relocation. You would tell the experts on what you have in mind, and they will execute it as fast and as undisruptive as possible. With a low cost for this office relocation service, what more can you ask for?
An office move can be a stressful experience. Not only does your office need to continue day-to-day operations during the move, but you also have to ensure the secure chain-of-custody of your office's confidential records in the process. Since it's not feasible for most businesses to shut down for an office move, quickly and securely moving furniture, computers, equipment, records, and other materials is critical. After all, you still have clients to contact, projects to finish, and requests to fulfill.
Planning can never happen soon enough when you're moving an office. Unfortunately, while companies have plans to move their furniture, equipment, and people, many of them forget the special attention required to move their records. Believe it or not, moving your records should take the majority of your planning time.
Why Secure Records Moving Matters
Your day-to-day operations have internal procedures in place to protect the identities of your company, your employees, and your clients. When you move an office, these procedures go out the window, especially when you have confidential records being removed from locked storage cabinets and file rooms.
Remember that your business is ultimately liable for these records during the move. If they're lost or stolen, your company could suffer from significant losses due to theft or, worse, a client's identity theft. Proper planning and using a professional office mover is the only way to mitigate these risks.
If you haven't been keeping track of your confidential records, it's crucial to take a thorough inventory as soon as possible. Performing an inventory enables you to decide which records you must move to the new office, which records can be moved to secure storage, and which records can be destroyed.
Taking an inventory helps you not only save on costs-since you're only moving the records you need-but also helps limit the risk involved with moving confidential records. Create a detailed inventory of each record, and then schedule the records you can remove for secure shredding. Remember that many records need to be kept indefinitely depending on your industry and the types of records you're required to maintain.
A secure chain-of-custody is the only way to protect your records and your business during your office move. This involves employing multiple security checks, including:
• Using seals to close off records
• Meticulous tracking procedures
• Limiting access to the records to one employee
• Following all regulatory compliance requirements for secure chain-of-custody moves
Hiring Office Movers
While you may think your confidential records are more secure with your employees, most businesses benefit from hiring a professional office mover. A dependable office moving company understands the critical data your business stores in-house, and has the training, equipment, and processes needed to move it securely.
More importantly, professional office movers know the complex issues regarding secure chain-of-custody office moving. The most qualified office moving companies are also experts in records management, which means you can trust them for every aspect of your move-from planning to moving to records storage.
You should only hire a professional office mover that doesn't outsource services to third parties or use temporary workers to move your office. These reputable movers only employ moving specialists that are properly screened, bonded, and trained to ensure your records are secure from one location to another.
Moving an office is a tedious task and should be left to the experts-especially when confidential records are involved. Admiral Movers uses the industry's best practices and the most innovative processes and equipment to ensure a secure chain-of-custody.