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How to Maintain Business Continuity During an Office Move

Business continuity is the capability of an organization to continue the delivery of products / services at certain predefined levels during a disruptive incident, such as office moving.

An office move can be disruptive to the daily operations of any business. As a business owner or supervisor in charge of your company’s office relocation, you will need to ensure business continuity during the office move.

We prepared a few tips below that will help you achieve this objective.

1. Plan in Advance

Some pre-planning, proper scheduling and the use of a professional office moving company with solid experience in office and commercial relocation are the essential elements of a successful office move.

Office moving is a complex process that requires attention to every detail. A professional office moving company will assign a project manager to your office move who will work with you from the pre-planning stage through to the final completion of your office relocation.

2. Consider Seasonality

As for choosing the time of year for your office move, take your business cycle into consideration. And if there are any seasonal aspects to your business – try to plan your office move to happen during your slowest season.

Also, to minimize disruption to your business operations it is usually preferable to schedule the office move to take place over a weekend.

3. Keep Important Information Accessible

If your company maintains customer data “in the cloud “ or on a virtual private network, it can be easily accessed remotely by staff assigned to respond to customer calls or emails during the office move.

Having a hosted phone system will also ensure that the lines of communication are still available to your customers during your office relocation.

4. Make Sure the Employees are Prepared

As most companies expect their employees to pack their own personal items and the contents of their desk, set-up a schedule for this task.

5. Notify Your Customers

Send out an advance notice to all your customers about the upcoming office move and post information on the company’s website.  Also, post the names and contact information for employees who will be available during the time when your office is being physically relocated.

For more on our office moving services, check out our website or call us on (647) 497-7747 or fill out our Contact Form for a free consultation.

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Commercial Relocation Coordination Tips

It’s no doubt that moving an office or any commercial facility can be challenging. A small interruption in business can be expected, but if you plan your move in advance then you can avoid any serious downtime that can cost you money and affect your customers.

Here are some tips to help you coordinate a commercial relocation in Vancouver, BC or anywhere in Canada.

1. Plan in Advance

Begin the planning process at least 60 days prior to your actual relocation day.

This should give you enough time to change all your letterheads and vendor information, and it will also give your customers time to update their records.

While planning your commercial move, consider which departments need to be moved first and up to speed in the new location as soon as possible and make all the appropriate arrangements.

2. Appoint Two Moving Coordinators

You will need someone to coordinate the packing of the current office furniture and appliances and someone to coordinate the new equipment delivery and the process of getting everything and everyone organized at the new location.

These should be two separate people, as each will focus on only one side of the move, and that can make it easier for them to coordinate your commercial moving day better.

3. Communicate with Your Employees

A memo telling your employees of the new location address and when they should report for work there is not sufficient. One of the key ways of reducing the negative impact of a commercial move on your business is good communication with your employees, your customers and your suppliers.

4. Finalize the Switchover in Advance

The actual moving day will be very hectic and your focus will be on getting your employees up and working as soon as possible.

Make sure all the arrangements with the utility and communication companies are completed prior to your moving day. You need to know exactly when the communications switchover will take place and when the new utilities will be turned on. You should also expect a day or two of overlapping utilities to allow power in both locations as you move.

For more on our office moving services, check out our website or call us on (647) 497-7747 or fill out our Contact Form for a free consultation.

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Tips for Moving an Office During Holiday Season

Winter holiday season seems to be one the most busy times of the year for most of us, and definitely a challenging time for office relocation. Various circumstances can make office moving during the holidays necessary, and some businesses prefer to move during the holidays as they can take more time away from work and clients.

If you are planning your office move during the holiday season, take extra measures to reduce your stress and make the move a joyous and smooth experience.

Below are some tips to help you relocate your office during the holidays:

  • Whether you require a long distance or local office moving company, make sure you hire reliable, certified and professional movers as early as possible. Keep in mind that some office movers prefer to not make long distance moves during the holidays.
  • Don’t let the office moving process damper the holiday spirit of your employees. Play holiday music while packing your office items and try to create festive atmosphere.
  • Create personalized holiday cards to notify your clients and suppliers of your office relocation, new office address and contact information.  If you need inspiration or want to order cards, see those at Minted.
  • Also, take time out to spend with your family: watch a holiday film, bake cookies, etc. Although moving office during the holiday season is quite stressful, it helps to keep your priorities in mind, such being with your loved ones.

For more on our office moving services, check out our website or call us on (647) 497-7747 or fill out our Contact Form for a free consultation.

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Some Tips to Reduce Stress during Office Moving

Whether your business is moving just a block down the street, across city or across Canada, poorly managed office relocation can bring a huge headache to both business owners, employees and their clients.

These tips will help your business avoid the most common moving issues and reduce your office relocation stress significantly.

  1. Start Planning Your Office Relocation Early

We recommend starting your office move planning at least three months before your scheduled moving day.

Decide what needs to be moved and what should be donated or securely eliminated. Many charities accept used office furniture, and there are businesses that specialize in secure disposal of electronic equipment. Advanced planning will help streamline these logistics.

  1. Remove Old Data and Recycle Electronics

From old office phones to computers, it’s important to dispose safely of those items both to protect your company’s security as well as to prevent harmful environmental damage from e-waste.

Removing data from devices isn’t as simple as just deleting some old files. Do not trade, sell, donate or recycle old electronics until you’ve wiped them clean. Consumer Reports offers a detailed guide for removing data from computers and other electronic devices.

Once the data is fully removed, disposal options include community recycling programs and donation programs, such as Dell Reconnect and World Computer Exchange.

  1. Plan the Coverage during your Office Move

For most businesses it’s not feasible to completely shut down for moving. Let your clients / customers know that you may be a bit slower returning emails or answering phones during the moving period. Also, consider appointing one employee as the emergency client contact to ensure client support without interruptions.

  1. Reduce Square Footage by Using Storage

If your business is downsizing to a smaller office space, consider placing rarely used documents and files into a storage to minimize your real estate footage and decrease your overhead costs.

When choosing a storage unit, remember that in addition to price as just one consideration, other factors include: whether the storage unit is climate controlled, the type of security offered and whether there is a password protected entry.

  1. Update Your Digital Address

In addition to updating your business partners, vendors and clients about your new office address, change your location in Google My Business, as well as all other online directories your business is listed in, such as Yelp, Yellow Pages, Homestars etc.

With sufficient advanced planning of your office relocation, you can minimize logistical hassles and your stress significantly.

For more on our  office moving services, check out our website or call us on (647) 497-7747 or fill out our Contact Form for a free consultation.

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Some Tips for a Smooth Office Relocation anywhere in Canada

A thorough planning for an office move can make a big difference, and ensure a smooth transition with little or no lost operation hours.

If you are planning an office move or other business relocation, these tips can help make your office move be on time and on budget.

  1. Start planing your move as early as possible. In fact, business relocations are often planned six months in advance, and larger commercial moves can require up to two years of planning.
  2. Consider hiring professional office / commercial movers with solid experience, resources and manpower required for an efficient office relocation.
  3. Check to make sure the office moving company you hire has insurance and is fully licensed, and ask them to fax you a copy of both.
  4. Schedule your move time with the building you are moving your office into as well as out of. The best time for an office move is usually over the weekend. Check with the building management about any other requirements (each office building is unique).
  5. Inform your employees about the move as early in the planning stage as possible and keep them updated.

There are many other considerations to be aware of when relocating offices. For more on our office / commercial moving services, call us on (647) 497-7747 or fill out our Contact Form for a free consultation.

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