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Monday, March 10, 2014

How to stay productive when you're moving offices

Office moving tips
Plan ahead to avoid moving problems
Whether you’re moving your business out of state or simply to another floor, the idea of relocating can seem just as appealing as a visit to the dentist. A business move can also be mentally, physically and financially stressful if you don’t plan properly and leave things to the last minute. Fortunately, the following tips will help your company maintain its productivity until you’ve gotten everything settled in the right places.

Plan your move

Relocating your office space takes time and research. You can begin by getting written bids on the costs that you’ll incur in moving your equipment. You’ll also want to interview the moving candidates to determine the company’s level of experience and references. With the growing crime rate in many of today’s business communities, you want to protect your belongings by hiring a reputable company specially designed for corporate relocation. This knowledgeable and trustworthy team of professionals can also alleviate the stress that often accompanies a move, so you can concentrate on other tasks.

Communication and networking

You should also devise a plan for your new location, so the movers can strategically place the computers, office furniture, phone system, servers and other networking devices into place. This can reduce the amount of time that you’re disconnected from your customer base. However, with today’s latest technological advances, you can stay in touch through other pieces of equipment such as notebooks, smart phones, tablets and laptops.

Plan for a weekend

Most companies conduct business during regular hours of the week. However, it can be dependent on the actual type of business or service that you’re offering. With careful planning, you can set up your move for the weekend, so that you’re up and ready for business come Monday morning. You also want to go through a practice run to prevent any down time. This will allow you enough time to install the various programs, set up your servers and troubleshoot should any problems arise. This can minimize the risk the move will have on your customers and employees.

Expect the unexpected

If you decide to move your business after hours, you need to be prepared for the unexpected. This includes knowing where to go for parts and computer devices after hours, who to call for problems associated with your phone service and any IT issues. You should also have a plan in place to have your current software and servers appropriately backed up and updated, so you don’t lose important documentation related to your company and customer base.

Lighten the load

Before you enlist the help of a moving company, you can reduce the costs associated with the move by lightening the amount of material that you have to tote. This means going through files, storage rooms, inventory and equipment. If you haven’t used it in over a year, you can plan on getting rid of it by selling the various items or donating them to a charitable organization.

Use the move to your advantage

A major move can be the ideal time to upgrade and expand your business. Upgraded phone systems, computers and servers can allow your business to be more productive, handle a variety of tasks and work faster. It can also be helpful in setting your business apart from the competition with newer technology. This is also a great time to notify your customers of the move, and the upgrades that are taking place. You can make this announcement by hosting an open house at the new location to greet your customers, thank them for their business and try to obtain new contacts.

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