Moving A Business: Things You Must Do When Shifting To A New Office

The success of remote work and the COVID-19 pandemic has led to increased remote work among professionals. 

Therefore, several companies adopted hybrid workplace models and closed traditional office locations to work remotely. 

In 2020, almost 70% of full-time employees worked from home. This small business relocation spree started impacting companies due to moving offices to and from different cities and states.

However, you can plan a successful relocation of your business and maintain daily organizational operations. Moreover, you can make a smoother move with the dedicated services from top professional movers in Singapore and other major countries.

Therefore, we have prepared the ultimate guide to help you navigate this change and settle your business in a new office without hassle.

Making A Hassle-Free Shift

Here are some of the most important factors that you need to take care of when shifting your physical office from one office space to another—

1. Fix Your Moving Budget

A budget for office relocation is essential for controlling costs and keeping the project accountable to senior leadership. It ensures that no major expenses are omitted. 

However, to create a budget, you must utilize and create an online to do lists to break down the basic office costs, including the following:

• Electricity.
• Phone.
• Machine equipment. 
• Internet.
• General office supplies.
• Gas.
• Water.

Add these costs together to determine the monthly operating costs for your new office. 

Also, include monthly office rent charges unless you already have a budget, and add a down payment and security deposit. 

Consider the costs of new equipment or supplies, such as desks, chairs, or technological equipment, and form an estimate to get a general idea of the total cost. 

Finally, include potential repairs, such as floorboard replacement or repainting, and consider cleaning and repairing the property before handing over the keys to your old office.

2. Set Up The IT & Communications

When considering moving to a new office space, reviewing the existing cabling infrastructure, including Ethernet, network, and plug points, is crucial. 

Reviewing the configuration and seating plan to ensure the best locations for workstations and new networks or power points is important. 

Address key locations for devices such as routers, printers, and scanners. Determine the internet access required at the new location, such as ADSL, FTTC, or fiber lines. Assess the number of ISP points and consider the need for new equipment. 

Note that relocation/re-connection times for ADSL and FTTC are typically 2 to 4 weeks, while fiber lines take 1 to 3 months. 

For smooth operations, it's necessary to conduct wireless testing for adequate coverage and call forwarding. 

If you're looking for a more scalable option, revisiting telecommunication systems and reviewing line capacity can help you find one.

3. Furniture & Other Essentials

Refurbishing furniture can be a cost-effective and sustainable solution for moving to a new office space. By repurposing old furniture, you can save money and maintain a high standard of aesthetics. 

All furniture items should be thoroughly audited to determine their condition, location, and potential uses. 

When deciding on new office space, considering the dimensions of large items, such as conference tables and large electrical equipment, is essential. 

Moreover, knowing if it can accommodate your existing furniture and tech is crucial before moving into your new office space. This will help you save money, time, energy, and money on transportation, ultimately ensuring the space is suitable for your needs.

4. Set Up Your Storage And Disposal

During an audit, surplus furniture or IT equipment can be found that can be repurposed or recycled. 

Some furniture may be restored, sold, or donated to a local school or hospital. Sustainability is a core value, so we partner with recycling companies to ensure nothing goes to landfills. 

However, if you choose to store furniture, keeping a digital register to keep track of everything, avoid unnecessary waste, and promote a sustainable environment is important.

5. Restore Your Employees’ Belongings

When relocating offices, it is vital to prevent file loss or confusion. Remember to label and track all files, including sensitive documents. 

Employees' personal belongings should be returned or moved to the new space. 

While some may transport their belongings, planning for storage and tracking is critical. A digital audit can assist in managing and tracking items, making it easier to handle everything.

Make A Robust Plan

When preparing for an office move, recording your items and what you plan to leave behind is essential. 

This will help you communicate your moving needs to your moving coordinator and provide a clear picture of what to leave behind. 

You should lock in your moving date and finalize your moving plan three to four months before the move. 

Additionally, set specific dates and tasks for the move, such as disconnecting phones, clearing desks, and setting up internet connections. 

Moreover, assigning team leaders and responsibilities to team members is crucial, ensuring they understand what will and won't fit. 

This will ensure a smooth transition and help you communicate effectively with your moving coordinator.