Minimise Disruption When Moving Office

4 September 2014 by Sara Fernandez

One of the biggest costs associated with relocating a business to a new city often appears several months after the move, but it can dwarf all the other costs involved if you are not careful. The disruption to your daily business activities that moving office can cause means that your relocation has the potential to leave a big dent in your annual turnover, so it is important to do everything possible to minimise this disruption. Below are some tips that will help you keep costs down:.

-      Make your technology infrastructure a priority and not an afterthought: many small companies underestimate how important  their IT and telecommunications networks are. They'll often only realise just how crucial uninterrupted communications are to their business when it is too late. Whether you are a one-man band moving from a co-working space to a small office or a global concern that is relocating its headquarters from one large commercial building to another, you need to make sure that all your technology equipment and services are up and running on the day that you open for business in your new home.

-      Contact all your suppliers and customers: this is such an obvious task that some people have been known to overlook it so I think it is worth mentioning here. Just as you would when moving home in your private life, you should make sure that everybody who visits your corporate headquarters or sends mail to your business on a regular basis is aware of the fact that you are moving office and knows where your new offices are. Whether you send a mass email, have change of address cards printed, or perhaps even do both, is completely up to you but you must make sure that nobody is forgotten.

-      Have your calls forwarded to your new number: losing business because your customers are calling a number that is no longer in use has to be one of the silliest ways in which your company could suffer during and after a big move. No matter where you going and where you are currently located, you should find it easy to have all your calls forwarded for a small fee. This is not something that you will need to do for years to come but for the first 3-6 months it will help to ensure you do not miss out on new business due to a prospective client only having your old contact details.

-      Hold important meetings off-site: if you are due to meet with potential clients to discuss a multi-million pound deal, the last thing you want is for them to be distracted by the sound of a removal team dismantling desks and moving mountains of paperwork whilst you are trying to negotiate terms. Rather than making your clients think that you are disorganised, show them how well you have planned for your move by hiring a meeting room where you can discuss the matter at hand without interruption.

-      Issue staff with mobile devices: key members of staff that could find it impossible to do their job without access to information held in your company databases can be issued with secure mobile devices that have read only access to such information online.

If you plan in advance and do not expect everything just to fall into place, there is no reason why your company relocation should cost you a fortune in lost opportunities. Brief your senior management team at an early stage and make sure that they pass on all relevant information to the whole workforce.

Thinking about moving office? Let us help by taking care of your technology.

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This blog post was brought to you courtesy of Juliet Martin. Juliet writes for Regus, a facilities management company based in Luxembourg with branches in 99 countries. 6 things you have to get right when you open your first overseas office