Moving offices is a significant undertaking. Everything in this process can take longer than you think. In Part I of this blog series, we talked about the things you need to think about when making the decision to relocate your workforce. In Part II, we explored the logistics of moving your office. In Part III, we will discuss how to plan ahead for the things you did not expect — and how to keep your business running smoothly during the transition.
Start Planning for the Move at Least Six Months in Advance
Even if the move is just across town or your business is small, start planning for the move at least six months in advance, if not more. Once you have found the ideal space, you will still need to find furniture for the location and install the furniture — some furniture delivery can take weeks or even months after you’ve placed an order. If you are bringing furniture from the previous office location, you may need time to touch it up, reupholster it, or make repairs.
Also plan for the unexpected when it comes to machinery, wiring, and any IT complications. For example, machinery can arrive broken and may need to be sent back. You may experience unforeseen issues with the new space — like faulty wiring and compatibility issues or need for more circuits due to insufficient power supply — that need to be discussed in order to ensure your company’s technological needs are met.
Create a Migration Plan with Your IT Team
One of the most important things to consider when moving office spaces is your IT infrastructure. Establish a detailed and realistic timeline with your IT team in connection with the move, while making a plan that focuses on data security. To create a comprehensive office move IT migration plan, you will need to:
- Conduct an inventory of your current IT hardware and network devices
- Assess your network devices, cabling, and wiring
- Identify systems that require priority during the move
- Develop a backup strategy for data storage and security
- Contact service providers to transfer services
- Ensure proper equipment labeling
Work closely with your IT team to evaluate the layout of your current office and determine how best to proceed in the new space. Plan workstation layouts in advance and ensure network connections are available at each employee’s desk. Before moving your employees to the new space, test network connectivity in the new office to ensure all systems are working. In addition, develop a contingency plan with your IT team in the event of a network outage or hardware failure.
Settling into the New Office Space
Be very familiar with the new office space before the moving day. Have a floor plan mapped out, so you know where workstations and furniture will go. While unpacking can take significant time, focus on unpacking the essentials first. Focusing on unpacking the essentials will allow your employees to resume work quickly with as little interruption as possible. Assign employees tasks to help with the move, and find ways to boost morale — and keep stress levels low. Transitions are stressful, and this transition is going to suck.
Without considering processes, an office move will take longer. Although settling into a new space can take some time, coming up with an action plan well in advance can help move seamlessly and keep your workforce productive.
Contact an Experienced New York Business Attorney
If you’re planning to move your office location, a skillful attorney can help you navigate the process and avoid any legal pitfalls along the way. Providing reliable representation and trusted counsel, Brinen & Associates works with clients regarding a wide range of business matters. Call (212) 330-8151 or send us a message to learn more about how we can help you.
