Planning for a smoother office relocation
5 tips to cut down on disruption for maximum productivity
Relocating your office is a big change for any business. Whether it's for growth or financial reasons, the shift can often be messy, confusing and disruptive to your day-to-day workflow. Follow these tips to cut down on downtime and enjoy a smoother transition.
Take at least three months to plan your move and consider the solutions you will be needing. From IT infrastructure to security, there is a lot to consider beforehand.
Visit your new site with a trusted communications provider and ensure you have the following covered:
- IT Infrastructure: Is my current IT infrastructure sufficient for my new setup? How long will my provider take to set up my infrastructure in the new location?
- Broadband: Does my business require higher bandwidth? Is dynamic or static broadband more suitable?
- Telephony: Should I keep my landline number? Should I consider alternative phone systems that will scale with my company's needs for the next 2 years?
- Mobility: Will I be moving towards a mobile workforce model? If so, should I consider in-phone applications and mobile convergence products?
- Security: What is my current level of data & office security? Will I need to increase my cybersecurity in today's changing landscape?
Back up & Spring Clean
Use the opportunity to remove all unwanted items- both physically (IT equipment) and digitally (data).
Back-up your critical business data and files, with a trusted cloud provider or physical server. If your laptops are due for an upgrade, consider this a good time for switching to subscription models like StarHub's Device Subscription Service to free up cashflow & stay on top of technology.
Your outdated electronics can be decomissioned and recycled with RENEW bins. Visit http://www.starhub.com/about-us/corporate-sustainability-and-responsibility/recycling-nations-electronic-waste.html to locate the RENEW bin closest to your location.
Identify the Essentials VS Non-essentials
Once you've gotten rid of the unnecessary clutter, do a stock check to see which of your remaining items are needed for daily operations, and which ones your business can do without for a short period. Shift the non-essentials into the new place first, so your team can continue working uninterrupted, reducing downtime.
At the same time, use the checklist above to ensure that office essentials like broadband, telephony and security are ready at your new place before the big move.
Make it a team effort
See this move as a team building opportunity. Discuss your plans with the team; they might have some interesting ideas that could make the shift smoother or improve your new office to fit each department's varying needs.
It's also a good idea to have a project leader as a single point of contact. Pick someone who's good at setting budgets, setting and hitting deadlines, and motivating people to get things done.
Update your digital address
Apart from updating your address among clients, vendors and service providers, keep in mind that you most likely have a digital footprint that needs to be updated as well. Update your company particulars with the IRAS (you can do it online under Updating Company Particulars) as well as on your website, social media accounts and paid search campaigns. If your customers frequent your office, make sure to alert them of your move at least one month ahead.