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Mastering the Move: 9 Essential Tips for Your Office Relocation

Sat, 09 Mar 2024 07:07:17 GMT

The Importance of Early Planning

Planning an office move carefully is crucial in its eventual smooth execution, seeing a seamless, incident-free transition from one location to another. Yet many companies fail to adequately prepare and find themselves in a nightmare before they realise what is happening.

In this article, we will look at the benefits of a methodical approach, focused on attention to detail and a solid, workable plan that accounts for as many stumbling blocks as possible, putting measures in place to mitigate them.

Hire Professional Movers

Before you do anything else, you should talk to a professional moving company with years of experience in commercial relocations that will not be daunted by the scale and complexity of your move.

Even if you are far from the moving date, it is crucial to make this initial contact and allow your chosen relocation company to offer advice and guidance before you take the next steps.

Some tips for choosing the perfect office relocation team include:

Make a shortlist of potential companies
Check reviews from previous clients
Seek several quotes for the service you require and compare them fastidiously
Ask as many questions as necessary to ensure you have found the right match

Any professional relocation team like ABR Relocations should recommend some, if not all, of the following concepts in this article, and some may even be able to assist with pre-move services like packing and waste recycling/disposal.

Speak to them early, get on the same page, then execute the agreed plan, and you will find the whole process goes much more smoothly.

Assemble a Moving Team

When relocating an office of any size, it pays to assemble a dedicated moving team and designate one person as the leader. This is to keep a direct sense of responsibility for specific tasks and retain one focal person who can communicate with managers and owners if they do not adopt that role themselves.

One surefire way to see the process descend into chaos is to have dozens of tasks to be accomplished and no sense of who will undertake them. For this reason, this appointing of specific roles goes hand-in-hand with the next category, which is:

Communicate with Employees

Without clear, concise communication, there can be no cohesion and group-wide vision regarding any office relocation. It is imperative to gather all employees, whether they will be part of the moving team or not, and discuss the plan in fine detail.

Even those without heavier responsibility for the move itself will undoubtedly be asked to pack their belongings and leave their workspaces in a reasonable state, especially if the office furniture is also to be relocated.

There is also the critical issue of timings, and many individuals will appreciate knowing the dates and times of the move to be better prepared. This is especially important if their computers will be out of commission for a certain amount of time, and they may need to inform suppliers, business partners, and clients that they will be offline, however briefly.

Gather Packing Materials

Your chosen removalists may be able to provide some packing materials, but you can also ask your employees to start saving any sturdy boxes and useful items. If you stockpile enough materials in advance, the chances of getting caught out later in the game are reduced, and you won’t find yourselves sharing one box cutter between thirty people. Some useful things to accumulate include:

Scissors
Marker pens
Coloured stickers or labels
Marker pens
Boxes of all shapes and sizes
Random pieces of corrugated cardboard
Tape
Padding materials

Tour the New Office Location

Before attempting to make your final plan for the move, it pays to familiarise yourself and your staff with every nook and cranny of the new location.

If possible, take the whole move team and walk through the space, inviting comments, questions, and suggestions. Have somebody take notes of anything worth remembering for later. Ideally, a representative of your chosen moving professionals can join you, but if that is not possible, share your findings with them later.

Ask yourself the following questions:

Are keys required to gain entry?
Will you need to speak with security personnel?
Will they be readily available on the day of the move?
Does the building have elevators?
Can exterior doors be left open to facilitate the transfer of furniture and boxes?
Are there any significant choke points?
What immovable objects need to be taken into account?
Are there fragile items or equipment in the building that might be damaged?
What slip/trip/other hazards are there?

Clean and Declutter

Encourage your employees to start culling any unnecessary equipment, files, and other objects as far in advance as possible. Moving is complex and demanding enough without ferrying useless items to the new place.

There is no more opportune moment to implement a fresh new start or do some much-needed spring cleaning. The process will feel good and should get people invested in the idea that they will be moving soon and can finally get around to ditching unwanted stuff.

A simple way to start the process is by placing boxes in and around employee workspaces and designating them as follows:

Yes
Maybe
No

This is an excellent way to get people to assess their belongings, and it can be startling to discover how many items on your desk have no role whatsoever in your daily activities.

Having employees rid themselves of clutter is a great way to streamline things. It will have a knock-on effect on everything from their everyday working practices to the relocation logistics.

Implement a Colour Coding System

Your office relocation specialists may recommend an alternative means of marking your boxes and items, but colour coding is as effective and practical as anything else. Even if colours indicate which boxes came from where and where they need to go, it is essential to attach labels to each one stating its contents. There is nothing more frustrating or time-consuming than having to open fifty boxes looking for a crucial piece of equipment at a time when stress and tensions will already be running high.

Spend the time beforehand to note everything as it is packed and save everybody the anguish of searching for it later.

Systems will vary depending on your circumstances, but a sensible way to approach any packing is to group boxes that must be together on arrival. Colour stickers on items of furniture that will need to occupy the same space are also helpful.

Tip – Protect the corners and easily damaged surfaces of items of furniture before attempting to move them. Bespoke padded blankets that do the job nicely can be purchased, but it is possible to achieve the same result with enough cardboard, bubble wrap, and tape.

Protect Your Data

Our reliance on computers and digital technology in life is such that even a few minutes without WIFI is enough to send some people into spasms of anxiety. Like it or not, computers are a keystone of any modern office and losing their precious data does not bear thinking about.

Ensure you have backed up all the information you cannot afford to lose in a secure server. It is even worth doubling down on that backup with zip and external hard drives if necessary. Losing your entire client list because one computer falls down the stairs during a move is unacceptable and easily avoided.

Final thoughts

You may be so laser-focused on the intricacies of your imminent office relocation that you overlook some aspect or other, and that’s why you must assemble a reliable team to have your back and remind you of any oversights. One thing you cannot afford to overlook, however, is the mental and emotional well-being of your staff members.

Bear in mind that not everybody might be excited by the upcoming move; it may mean they have a longer commute or have to give up visiting their favourite gym or coffee shop at lunchtime. Be accessible to them personally and try to understand their concerns and grievances. Some people handle change differently, and it is your responsibility to help them through it wherever possible.

Each move is a different entity that will undoubtedly present awkward moments and unexpected challenges. Still, the chances of them derailing your progress are significantly reduced with intelligent forward-thinking and a team of experienced professionals at your side.

The adage is that moving is second only to divorce in the stress levels it can induce, which can assuredly be the case if you are unprepared. Do yourself and your company a favour and make methodical planning a non-negotiable aspect of your office relocation, then thank us later.

Contact us

Handling an office move without professional assistance is hugely challenging and time-consuming.

If you prefer to spend your time more productively and oversee other crucial aspects of the move, let the Australian Business Relocations team take the burden from your shoulders and allow you to focus elsewhere.

Call us at 03 9706 4008 or email admin@abrelocations.com.au/ our experienced, knowledgeable staff will gladly assist, answer any questions, and offer advice and guidance as required.

How to plan your successful warehouse relocations

Thu, 15 Mar 2018 10:21:21 GMT

Everyone goes through a move at some point and knows how stressful it can be, so consider that stress is multiplied when doing a business relocation. A good warehouse removalist in Melbourne will take most of this stress away but it’s helpful to plan and be prepared in order to make your warehouse relocation as smooth as possible.

These days, your warehouse is a key component of your supply chain. No longer just a storage space, they need to be efficient, productive and cost effective. Your Melbourne warehouse relocation may be a disruptive force in your day-to-day business so the experts at ABR Relocations have collated some tips to help you.

Set Aside Time for Planning and Organisation

Most of your employees are already operating at full capacity so adding the warehouse relocation to their agenda can be a headache. Come together as a team to delegate tasks and draw up a plan for the relocation. Consider where the inventory will go after the move. Are you moving to a larger space or downsizing? This requires a lot of foresight and organisation but it will be beneficial to the team in the long run and make for a much easier Melbourne warehouse relocation.

Maintain Good Communication With Your Team

Make everyone aware of the upcoming warehouse relocation. As it’s a stressful experience, it’s important to know how this will affect the duties of each member of staff. Make sure all the vital points are covered, let everyone know the moving dates in advance and also their responsibilities on the day. It’s vital not to leave anything to the last minute as this could impact the move itself. Having everyone involved in your Melbourne warehouse removal means there’s less chance of anything or anyone being left behind.

Pallet Racking and Shelving

Another critical thing to consider is whether you’re installing new shelving or bringing the existing fittings? Do you need to move the stock separately or all together? For a smoother transition, ABR can perform a staged relocation – packing, dismantling racking/shelving and re-installation in your new premises so that you can be operational faster.

Required Timings

Try to be realistic with the delegated responsibilities and times required. It’s likely that you want your business to continue operations whilst the warehouse relocation takes place. This may not be possible but if you can identify a period of downtime in which to complete the move, this will minimise disruption to the everyday workings of your warehouse staff. Don’t assume that the move can be done along with peoples’ daily warehousing duties. Allocate project managers for the move as well as management resources on both sides of the move, ensuring that it all flows smoothly. Always allow buffer time in case of any unexpected issues that arrive (fit out delays etc.)

Take Stock

Before you start the huge job of moving your entire inventory, take stock and ensure everything is accounted for. It’s also a good time to remove anything no longer required – the last thing you want is to move old stock that won’t be used. Have a good clean out – it will reduce the time, money and energy used in your warehouse relocation.

The Right Equipment

A word with the experts will inform you on what specialist equipment is required for your Melbourne warehouse removal. It’s easy to think about large equipment like forklifts but not always obvious that other equipment may be required for safe dismantling or transport of hazardous or dangerous materials. A site inspection with your relocation expert will highlight the need for these items and ABR relocations offer this service on all warehouse moves.

ABR relocations have been specialising in warehouse removal in Melbourne for over 20 years. Call 03 9706 4008 to speak to one of our Move Managers now.

Five Things To Remember For A Smooth Office Relocation

Fri, 09 Mar 2018 07:44:27 GMT

Relocating your office is even more stressful than a residential move, with business assets, office furniture, computer equipment and important documentation that need to be protected and not lost in the move. It’s never just a matter of a geographical transfer. The overall aim is to be up and running in your new location from day one whilst not blowing your budget on the move or wearing out everyone involved mentally and physically. So, how can you ease the strain on both yourself and your employees? We’ve covered the most important points that often get forgotten in the excitement and preparation for your new office.

Plan Your New Space Properly

Failure to plan from the outset will cause considerable headaches later on. First assess your current environment – what works / what could definitely be improved? What can you do to make a healthier environment for the staff?

Different departments function differently so if you’re office relocation is to a building with more than one floor, don’t decide that all floors should follow the same plan. If there are less people in one department but there are more files, work around this accordingly. Take into account centralised file storage – it may appear to accommodate your present needs but is it adequate for future plans?

Good space planning establishes goals from the beginning and it’s easier to stick to them in the long term. Technology can be a real help in planning the space – virtual 3D imaging and AutoCAD software can show you a number of alternatives for your office and help in imagining the final workplace.

Furniture

Although you realize that furniture planning and design is more than just a desk and chair for each employee, it’s important to take inventory and see what you need and what you can get rid of. If you don’t have a huge budget for new premium brand furniture, consider liquidating some of the existing furniture or consider affordable options like refurbished or re-purposed furnishing. This way you can fit in with your new colour scheme and update fabrics without exceeding your budget. In addition to being healthier for company funds, it’s also environmentally friendly as it creates less waste.

Moving Technology

Although you’ve probably researched how to move highly sensitive equipment and spoken to an expert Melbourne office relocation company such as ABR Relocations to arrange this during the move, don’t forget that a successful relocation means minimal downtime for employees. The number 1 delay in an office move is phone and wireless connections, thus ensure suitable arrangements have been made with your provider ahead of time. Manage the transition by having new server equipment delivered ahead of time or create a crossover to prevent disruption to company operations.

Vacating the Old Office

It’s not just a matter of removing everything and walking out, so check your lease carefully to ensure you’ve met all the requirements. Making good your premises can be forgotten in these busy days so make sure you do your due diligence and any repairs that may be required. ABR relocations can remove any excess assets that may not be required at your new premises and can dispose of any damaged furniture. Do away with your ‘chair graveyard’ store room for all those forgotten pieces once and for all.

Asking for Help

Whether it’s from your team, or expert office movers Melbourne , don’t be scared to ask for help. Most organizations can’t handle everything on their own and trying to find the correct people for the job can seem a daunting task. ABR relocations can help with all your Melbourne office relocation needs so call us on 03 9706 4008 or email admin@abrelocations.com .

Staying Green When Your Melbourne Company Is Relocating

Thu, 01 Mar 2018 10:14:48 GMT

Relocating can be a difficult time for companies, and often environmental impact is the last thing your company will be thinking about. However, more and more companies are now trying to be sustainable, and so even when you are going through an upheaval, it’s important to stay green. There are a few steps you can take to ensure you stay environmentally friendly when you are moving, and here are some tips to make it easier.

Use a professional firm

Rather than driving back and forth between the old and new workplace, it’s much more environmentally friendly to do the move in one go. For example, if you’re moving to a new city and need removalists from Melbourne to Sydney , then the last thing you want is to have to drive back because the van you’ve hired is too small. Get professionals to give you an estimate, and they’ll be able to get the right sized vehicles to do the move in one run, saving fuel costs and reducing your carbon footprint.

Recycle

When you move offices or workplaces, it’s a good time to throw things out, but it’s important not to simply send everything to landfill. Using a removalist such ABR Relocations means you can get many things recycled, without any extra inconvenience, and this could include:

Office furniture – this can often be recycled or sold back into the second-hand marketplace.
Paperwork – if you are going digital, old paperwork can be confidentially recycled
IT equipment – don’t send old equipment to landfill, it can often be sent for recycling
Shelving units and old cabinets
Packaging left over at the end of your move

Many companies in Australia now need less space due to going paperless and having remote workers, so it’s common to want to cut down on the amount of furniture you need when you move, and using Melbourne removalists will mean your office will be organised into items that are to be sold, items [cs1] that can be recycled, and items to be moved, so that you only end up with the items that you want.

If you have an office in a CBD’s such as the one in Melbourne, then recycling can be a real chore as you might not be close to any recycling centres. That’s why it’s better left to the professionals, saving you time and hard work.

Create good habits in your new workplace

Once you’ve moved into a new workplace, consider how you can encourage greener practices from day one. This could be by providing re-usable instead of paper cups, going paperless, or adding bike racks so that people can cycle to work instead of driving. Employees lead by example, and if you want to create a more sustainable workplace, then the time that you move is an excellent opportunity to do so.

If your company is relocating to or from Melbourne and want an easy, smooth move, then get in touch with ABR Relocations today for a straightforward removals service and more. Simply call 03 9706 4008 or fill in the online contact form for a free quote.