Relocating Your Office – Not as simple as you may think!

Why Are You Moving?

Whether your business is expanding and you and your employees are experiencing growing pains, yearning for more space and roomier surroundings, or whether you feel you are paying for more space than you need at present, it is important to write down your reasons for wanting to move your office location and reflect on them.  Moving your office takes considerable time and expense.  Make a list of your top reasons for wanting to move and then critique them.  Would it be possible to get additional space from your present landlord?  Conversely, is it possible to downsize in order to pay less, while staying at your present location?  Make sure your reasons for a move are compelling, and if so, keep your top reasons in mind as you hunt for your new location.  This way, you make sure to address your biggest concerns first, as you proceed to visit potential facilities and locations.

How to Choose your New Office Location:

Determine your budget for the relocation and stick with it as much as possible.  When interviewing the management at the site of a potential new office location, be sure to address the following areas:

Hidden Cost

Service Charges – Know what is included in the monthly leasing fee and what is not.  For example, some facilities furnish internet connections free of charge, others tack on an extra charge for it.  Find out what services are included in facility housekeeping arrangements.  Make sure you check into extra service charges – postage, phone calls, etc.  These can add up and increase your monthly base fee until it is more than you can afford.

Want to move your office downtown?  Make sure you look at things like parking fees.  If you want to escape the hustle and bustle of the city and move to a more rural location, think about public transportation for your employees and other similar logistical issues.

IT Infrastructure

Your technology consultant will help you make sure there is a proper environment established for your servers, if you own them, and that the size of the proposed location for them at the new office space is large enough.  They will make sure that variables like room temperature and humidity level are optimized well before the move.  They will also help you determine the most effective networking and cabling configuration for your new office, and will get this set up for you.

Finalizing the Agreement

When you have zeroed in on a particular office location that is suitable for you and fits your budget, have a lawyer review the contract before you sign.  Make sure that when the contract ends and you want to make arrangements to move on, you are not tied into additional services after you leave, such as a “virtual office” for mail redirection, which might entail months of additional charges.

 How to Plan For Your Office Relocation

After you have chosen your new location and have signed the contract, it is extremely important to carefully consider all aspects of your office move, especially your technology.  Without proper pre-planning, you risk your business “going dead” for some period of time while your technology is being dismantled, moved and then set up again at the new office location.  This phase of the move often takes longer than anticipated, especially if you are trying to do it yourself.  Without good planning, business can be lost and customers confused by their lack of access.  You want your technology ready to go live prior to Day One in your new office.

Who Will Move the IT Equipment?

Moving IT equipment is more complicated than moving desks, chairs and room dividers.  Unless you have dedicated onsite IT staff at your company, consider hiring a reliable, experienced manage service provider to handle the relocation of your business technology.  This ensures that the services your company depends on will be functional as soon as possible subsequent to the move.  You want all glitches and problems dealt with skillfully and quickly in order to minimize the inconvenience to your customers and clients.  You will have peace of mind with professionals in charge of your technology, and this will allow you to focus on keeping your business operating at an optimal level before and just after the move.

What Needs to be Upgraded or Downgraded?

Make sure you review your telecommunications requirements, as this is an excellent time to make needed changes.  Is your phone agreement, including cost, service and amount of equipment still satisfactory?  Is the cabling infrastructure suitable for your new office?  Will you be needing a wireless broadband connection?  Will you be able to take your current phone number with you?  Have your technology consultant, in-house or your MSP relocation specialist, help you make these determinations well prior to the moving date.

On the Day of your Move

Your relocation expert will help you dismantle and pack your technology for the move.  Once at the new location, they will re-install all PC’s, printers, servers, and usually, your business phone services.  They will test all systems in the network to make sure they are now functioning properly again.  They will make sure that chances your customers and clients experience poor service or are unable to get hold of you or your staff during the move are minimized.

In no time, your business is up and running again in your new location.  Because you planned ahead and reached out for expert help when necessary, you are now prepared to take your business to a whole new level!

At Clear Focus IT we offer full-spectrum IT support and managed services. Check out our website at www.clearfocus-it.ca

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