Mastering office relocation without impacting productivity
Moving into a new office can bring about heart palpitations for those involved. Whether it's an office optimisation exercise or reorganising to better accommodate hybrid or collaborative working arrangements, office relocations can be likened to assembling a piece of IKEA furniture – exciting, nerve-wracking and occasionally involving missing parts or screws.
An office move is more than a physical relocation. It is an opportunity and often a catalyst for business transformation. If a workspace is designed with the business's strategy and its people in mind, and the process is managed effectively, the workplace becomes a driver of performance.
Relocating is more than moving furniture but shifting the entire IT and communications infrastructure. Any loss of connectivity can affect the business and impact customer satisfaction.
Moving the IT and communications infrastructure during an office relocation requires careful planning to minimise disruptions and ensure a smooth transition.
Here are some considerations for a successful office shuffle:
1. Plan early – Start planning at least three months before the move date. Create a timeline, assign tasks and budget for the project. Check out the new office location to plan for positioning of IT resources as well as accommodate future growth plans.
2. Timing is everything – Choose a move date, such as a public holiday or weekend, that minimises disruption to business operations. Coordinate with movers, vendors and both onsite and remote employees. Estimate how long it will take for office furniture and IT resources to arrive in the new office space.
3. Reevaluate technology and equipment – Consider your current technology and equipment, and decide if you should move it. Office relocation is an excellent reason for transitioning to newer, more efficient systems, aligning with broader innovation and digital transformation initiatives. It's also a great time to justify and consider refreshing the entire IT infrastructure for better collaboration, improved productivity and future growth. Sourcing for new equipment before the move helps to ensure proper space allocation in the new office.
4. Ensure data protection – Data security is another major challenge associated with office move. During relocation, data can be lost or compromised, severely impacting the business and its reputation. Take proactive measures to back up critical data and safeguard sensitive employee and business data and applications during the move. Consider engaging an expert for a tailored disaster recovery solution to mitigate data loss risks. Prioritising data protection and disaster recovery planning ensures business continuity and minimises potential breaches during the move.
5. Establish connectivity and communications – Transitioning technology smoothly is crucial. Delays in decommissioning old systems or setting up new ones can often disrupt operations. It is vital to ensure that phone and internet systems are operational quickly in the new office. Consider a solution such as StarHub's Ultimate Relocation Mix & Match Bundle, which is like a Swiss Army knife for office moves. Combining superfast internet, telephony magic and productivity tools, it provides businesses with peace of mind by seamlessly coordinating the connectivity set-up and porting services when moving into new premises. The bundle is designed to offer reliable and cost-effective solutions for seamless connectivity and collaboration, allowing businesses to stay agile and focus on their core operations.
Office relocations are complex and challenging endeavours, but with proper planning and proactive strategies, companies can navigate these challenges successfully. A well-executed relocation can enhance employee satisfaction, boost productivity, and position your company for future growth.
