Office Relocation Guide

Article Written By: Michiel Van Kets

Moving offices can be one of the most stressful functions you can undertake as a business owner. But by careful planning most of the stress can be alleviated

Step 1 – Get all the stakeholders together for a meeting so that that everyone has an understanding of the scope and time frames for the move. Its best to plan backwards from the longest lead-time items and develop strategies that will lead to the least disruption and down time for the business. Key items to consider will be Equipment relocation, Telecommunications relocation including relocating your PABX, Phone and data cabling, Moving office equipment such as desks etc and business equipment making sure it is damaged ion transit.

Step 2 - Identify the key milestones such as setting up of installing your business phones lines and ADSL Internet that will determine when you can relocate and function adequately. You also need to allow adequate time frames to relocate your Business PABX Phone system. Note to get Business Phone Lines connected can take up to 25 working days for ISDN 10/20/30 or 5-10 working days for PSTN lines. ADSL can only be added 3-4 working days after the ADSL is connected.

Step 3 – If you have office partitioning and work stations being purchased and delivered, map out the floor plan for each level allowing for adequate space for each functional area to operate in and each area s seating allocations. Consultants are available to perform this work for you . Once this is done let everyone know where they will be located and provide time for feedback and modification if needed.

Step 4. – Arrange regular meetings to provide ongoing updates and keep all stake holders informed of progress and any changes to the plan. Ensure that everyone is clear on the role they will be required to perform. Arrange staff orientation visits and seek feedback so that staff have ownership of the work place.

Step 5 – Look for items that can be packed and relocated early and set up a program for equipment relocation. Ensure any new equipment will be delivered on or before the scheduled date.

Step 6 – Ensure all power and cabling is in the right place and adequate to meet your IT and equipment requirements. Particularly data cabling is often over looked. It is worthwhile discussing your data and phone cabling with your PABX supplier well in advance of your office move. Ideally a site map showing where all equipment including office phones, computers, fax machines, copiers, modems, routers and switches will be located and this will give the cablers a good indication of your requirements.

Step 7 – Make sure you have a documentation trail and method of tracking important documents and security items during the move.

Step 8 – Ensure building access and points of entry including after hours lift access is available for the required contractors and staff. In particular the telephone company and contractors (eg Phone cablers or PABX Installers) doing work prior to your relocation will need access sometimes out of regular office hours.

Step 9 – Ensure the relocation company is fully briefed and provided with all the required information to allow them to complete the move within the required timeframes.

Step 10. Be on site during the move to help manage and issues that arise during the office relocation and keep in constant contact with all contractors in the lead up to your office move.

About the Author

Michiel Van Kets - Moving Business Phone Lines during Office Relocation.

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