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Office Relocation Checklist

November 10, 2019

In most cases, office relocation is a sign of prosperity. Whether that be due to rapid growth, finding a better location or attaining better market reach. However, this is a complex, tedious and daunting process for any business regardless of size. It is all too easy to get lost in the sea of cardboard boxes and paperwork that pile up along the process; all the while running a business. So, how do you ensure that you execute a smooth office relocation with as minimal disruption to your business operations as possible? Well, here is an office relocation checklist to help you.

How to Prepare for an Office Relocation

As with any complex process, preparation is key for successful planning and execution. Else, the actual moving day will be a complete turmoil with people scrambling all over wondering what they are supposed to do. The specific details regarding what, where and who are all supposed to be ironed out weeks in advance to make the move day as seamless as possible.

1. Finalize the Lease

Finalize the lease on the new office before you think about breaking the news of relocation to your colleagues and employees. Ensure that all the necessary documentation is properly filled out and signed by all parties involved. You can then focus on making final adjustments and tying up loose ends.

2. Rent a Temporary Office Space

The primary objective of all this planning and preparation is to ensure that you minimize any disruption to your normal business operations. As such, depending on the nature and size of your business as well as your moving timeline, finding a temporary office space for rent in Toronto as you transition makes a lot of sense. With the numerous provider offering on-demand office space for rent in Toronto, you can find a suitable arrangement that allows you to proceed with your business operation without making any long-term commitments. Alternatively, you can opt for the fulltime office space for rent over several days or weeks if the nature of your business demands a higher level of office presence.

3. Make a Comprehensive To-Do List

The nature and type of your business will inform the items on your to-do list and will naturally vary from one business to another. However, it is important to ensure that it is as specific and comprehensive as possible right from the beginning. Note that you can always revise the list as you power through the process so do not feel the pressure to plan everything at once.

4. Develop a Moving Timeline and Tick off Tasks along the Way

Start planning for the move months in advance; ideally three months minimum. This will give you sufficient head start to gradually and conclusively tick off tasks on your timeline and stay organized. The more time you dedicate to preparing for the move, the easier it will be.

5. Communicate with Your Team

It is important to keep in mind that the move will affect more than the business, it will also touch on the privet lives of your employees and colleagues. Therefore, on top of planning out the move, take the time to continually communicate with your team. Explain why you need to relocate, what your objectives are and give them an assurance that it is for the good of everyone involved in the business. It is also important to involve them in the move and so assign different roles to everyone in facilitating the move so they can feel part of the transition. Keep the lines of communication open during this time. This will also give your team ample time and motivation to adjust their personal lives in preparation for the move. In case you have decided to have temporary office space for rent as you navigate through the process, run through the options with your employees and know how they feel

6. Organize and Pack all Your Office Equipment

Although office relocation is a challenging process, it is also a great opportunity to showcase your leadership and organizational skills. Work with your team. Delegate duties and ensure that all employees feel part of the transition.

7. Coordinate with Your IT Department

The importance of a company’s IT infrastructure cannot be overstated. As such, liaise with your It department to make sure they plan out a new IT infrastructure in the new office and that all current It devices, components and equipment are safely and securely stored throughout the move.

8. Make the Move and Settle In

As the move day approaches, go through all to-do lists with your team and ensure that everything is ready. If you follow the steps above, the move should be fairly easy and seamless. However, it is natural that some eventualities will arise – it is inevitable. But, as long as you dedicate enough time for you and your team to prepare, you can overcome any eventualities that arise during the move. All is left is for you to settle in and maybe throw an office party to celebrate your new office and appreciate your team for their collaboration.

Also Read:

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