Moving Office? Read Our Essential Guide to Office Relocation!
Since the pandemic, the motivation behind office moves and the benefits that businesses wish to reap from an office relocation have shifted. Whilst it used to be all about bigger and better spaces, businesses are now under growing pressure to maximise workspace utilisation and move towards more agile and multifunctional workplaces.
If your company is embarking on an office relocation to accommodate hybrid working arrangements, remote teams and collaborative spaces, or just to find an office space that fits your needs better, the experience doesn’t have to be stressful. In fact, moving into a new office can be a very exciting time for any business and provides a great opportunity to affect positive change, improve business performance, empower staff and raise morale.
To help you arrange and supervise your office move efficiently, successfully and without interruptions in your services, we have created an Essential Guide full of office relocation tips. With the focus mainly on effectively managing the installation transition of your office telecommunications during the move, this guide will show you how (with the proper mindset and planning), your office relocation can be the catalyst for a company-wide makeover!
1) Focus on your moving plan
This may seem obvious, but overseeing a business relocation is a major undertaking and moving your telecoms as part of an office relocation is a complex process with the potential for things to go wrong!
It requires plenty of planning and preparation to minimise disruption, keep your business running smoothly and maintain continuity of service throughout the process. Having a detailed timeline and moving schedule (and sticking to it!) is vital to ensure nothing gets forgotten, all the component parts of your move flow seamlessly and that the move stays right on track!
2) Establish your technology requirements
Before moving to a new office, ensure it meets your technology requirements. Conduct a simple site survey yourself whilst visiting the premises and make sure you have a thorough understanding of the floor plan in terms of its telecommunications capabilities, facilities, and utilities.
Create an inventory of all your telecoms equipment and enlist the help of a professional company to assess your current technologies and provide you with information on any potential upgrades or equipment to help improve business efficiency and cut costs.
By identifying your business’s requirements early, you can minimise business downtime. Having everything in its place before you arrive makes for a seamless transition on moving day.
3) Identify opportunities for upgrades
Business relocation or expansion presents the ideal opportunity to review your current communications and technology infrastructure and reappraise exactly what you need. It’s the perfect time to consider whether your current systems and services are still serving you well, or if it’s time for a complete digital transformation to future-proof your organisation.
With the advent of full fibre infrastructure and the PSTN Switch Off on the horizon, perhaps your business could benefit from switching to a more cost-effective and feature-rich cloud-based solution? Installing a new VoIP phone system, which offers a complete unified communications solution with an extensive range of fixed and mobile telephony capabilities could be what your business needs to take your collaboration to the next level.
Above all, bear in mind that office relocation does not need to mean disruptive, inconvenient downtime. Whether you’re moving a few steps or floors away, across town or to a new part of the country, it’s the perfect time for a fresh and productive start!
4) Communication is key
Business relocation offers many positive benefits, such as improved collaboration and communication, additional space, a better employee experience and business growth, but how you communicate your relocation project will have a major impact on how engaged staff are with it, as well as its overall success.
It’s important to ensure the lines of communication are kept open to all interested parties (both internal and external) throughout the process. Relocation usually means moving an entire team of employees, office furniture, and valuable equipment, machinery, and electronics. Employee buy-in is an important element and clear and positive communication around the changes will make the transition easier for everyone.
Equally, be sure to keep your customers in the loop. Whilst moving office, work with your telecoms provider to make sure your services are not disrupted, and you do not miss precious customer calls. Consider having calls redirected or see if you can keep the same number. Ensure your customers are aware of any changes by updating websites, email signatures, business pages and other such platforms.
5) Enlist service providers and technical resources on moving day
Business continuity is vital when moving premises, so ensure you have a resilient issue resolution plan in place. Scheduling your service providers and technical resources to be present on moving day will help to resolve any problems swiftly.
A successful move is all in the planning, and Entropie have helped many businesses with pre-move planning and post-move support to ensure a smooth and stress-free transition. We offer all the elements of telecommunication you will need when you relocate offices, and we will guide and advise you on the sorts of things you should consider – from opting for the right specifications and configurations, to ensuring that you don’t leave things too late…
It doesn't cost you anything to find out how we can help, so please contact us today on 01908 324 270 or info@entropie.co.uk for more information on our Business Relocation services.
