Office shifting is a big milestone for any organization. It usually signifies a move forward. But shifting itself is an enormous task. You need to take a lot of preparations, even when it’s just house shifting let alone an entire office. When relocating office space, the goal is to have a seamless move without interrupting the flow of work. That is why it pays to know some office shifting tips; tips that will streamline the whole process and help your organization complete the move in a hassle-free manner.
Plan Ahead on Packing
Many organizations that haven’t experienced office relocation often make the mistake of selecting the wrong time to start packing. This can be disastrous if there is any need for a last-minute scramble to get it together. On the other hand, an entire work day might have to be sacrificed if you begin packing early. That is why you need to plan ahead. Starting the planning process early allows you to not only come up with the initial flow of shifting as well as contingency plans if something is amiss. When it comes to office shifting tips on packing, the best advice would be to start packing during the tail end of the week. To further accelerate the process, you can pack non-essential items throughout the day in small bursts without disrupting work. Major items, however, should only be packed as the workday comes to a close.
Communicate Thoroughly
While planning ahead is critical, it won’t be very effective if everyone in your organization isn’t fully aware of it. You need to communicate every detail of the process to the people in the organization. This will help you in several ways. Firstly, everyone will know their roles and will fully be on board. Secondly, it will help them adjust to office shifting. And last but not least, make the whole process very organized. Every communication channel should be utilized to communicate the moving plan such as intra-organizational mail and memos. Holding Q&A sessions during team meetings to discuss the relocation process is also a useful mode of communication. The smoothness of the move will be upset if some people remain in the dark about the process.
Assign Move Managers
There are lots of moving parts during office shifting. Instead of handing over the responsibility to one or two individuals, assign several move managers who’ll handle the process. These designated move managers will be able to facilitate and follow up on each step of the move to ensure steady and smooth progress. Assign a move manager from every department in the organization who’ll be responsible for their department. And if the department has a large number of people in it than assigning more than one manager would be wise. These managers will eliminate the need to micromanage as well as move things along nicely.
Create a Command Center
Having move managers and dividing up the work will definitely reduce the hassle of office shifting, but you also need a hub that will oversee the entire moving process. The move manager will report to the command hub on the progress. Creating a command hub becomes imperative for medium to large organizations since there are quite a few departments and people. It is usually the people of the administration department who will be at the helm of the command center. They are also the most logical choices since they deal with many internal aspects of the organization. It will be the responsibility of the command center to stay up-to-date and be on top of the moving process. They will also ensure that everything was packed as well as make the new space ready to be moved into.
Take Labeling to a New Level
Labeling is nothing new when it comes to moving, but it should be done thoroughly. Most people just label the boxes according to the items inside and leave it there. While it suffices in some cases, boxes can get mixed up if there are a lot of them with similar labels. For example, an HR department’s box of documents can end up in the Marketing department. That is why when labeling, you need to specify which department the box belongs to, the items inside, and if several boxes contain the same items, number them. Adopting this labeling system will save many frustrating hours after moving to new office space.
There is plenty of office space for sale in Dhaka. And after you acquire a new space for your organization, comes the inevitable big move. With these office shifting tips, you can minimize any disruptions in the workplace and achieve a smooth transaction.
How was your experience when moving to new office space? Do you have any other office shifting tips? Let us know in the comments section below.
