Moving an office to a new location can be a challenging and stressful experience. Offices are often the heart of a business, so when it’s necessary to relocate, there are numerous things to stay on top of. Packing and transporting costly equipment as well as minimising employee downtime are all factors that require consideration. Moving to a smaller property can complicate matters further because it means downsizing and decluttering which will add more time to moving preparation. Here are some great tips to get you started with decluttering your workspace.
First Step: Declutter
Decluttering is essential if you are downsizing. There is no point in transporting or paying for the transport to move things you no longer need or perhaps want. Before you begin to pack anything, take the time to separate items you don’t need and either donate them or dispose of them.
Consider recycling whenever possible including electronic parts, old desks, old chairs, and even old filing cabinets. If the furniture is in good condition, a local charity may be happy to receive them. But if you still need pieces at a low cost, you can rent furniture for home offices. Shred any documents you do not plan on taking with you.
Decluttering enables maximising office space and can improve productivity through the removal of distractions.
Plan the Logistics Ahead of Your Move
When moving, everything needs to be planned before you do anything. Make an office moving checklist. The resource we’ve linked is really thorough so we recommend reading through that.
If you want a quick snapshot, your list should include things like:
- Ask for quotes from several moving companies before choosing one
- Organize phone and internet connections
- Transfer services or cancel them
- Coordinate permit necessities
- Measure your new space so you’ll know exactly what will fit and what will not
- Sort access cards, keys, and parking permits
- Make sure utilities are functioning before you move in.
When you have separated office items into desirable and undesirable categories, you’ll need to consider how to dispose of some of the things you don’t plan on moving. While some things you may be able to donate, others will need to be disposed of. If you are tossing IT equipment, it will need to be What to do with your stuff. Part 1: Recycleproperly disposed of or recycled. A professional disposal company will be able to help you with this, so you’ll comply with any disposal regulations and respect the environment. Anything you manage to eliminate will reduce what you need to transport together with moving expenses.
Consider Storage Options
If there are pieces of equipment or furniture that you’d like to keep but that will not fit into your new office space, a storage rental space may be the answer. Renting a storage unit will permit you to keep your property safe and in good condition for as long as needed.
Storage units are an ideal option for extra chairs, desks, cabinets, or others. In this way, should you need a replacement in the future, you’ll have one on hand just in case. If you are opting to store computers, make sure they have been reformatted of stored company data, or remove hard drives and store them securely. This will prevent company data from falling into the wrong hands and avoid worries for you.
Update Information Technology Equipment
If your company has had its IT equipment for several years, moving can be the perfect occasion to dispose of outdated equipment and substitute it with new technology. Newer equipment will most likely be lighter and more compact in design, further freeing up space in your new location. New mobile devices and laptops can save you lots of space on your desk.
Laptops not only save space by eliminating the need for a keyboard and mouse but are portable if any remote work is necessary. Newer tech may also save you some money through trade-ins or trade-ups. This option also resolves how to dispose of equipment you no longer use. Also, organise any necessary installation of equipment once you’ve changed offices.
Eliminate the Use of Paper
Many businesses have set a goal of eliminating the use of paper as an act of environmental protection. They are digitally transforming all operations. If you are downsizing, saving space is most likely a priority. Digital storage of documents will save you money and space. You can eliminate the storage of paper, folders, files and more.
Integrate Remote Work
If remote work is a possibility, integrating it into operations can reduce the need for office space. Remote work offers increased flexibility for employees and management and means your office will need fewer desks and chairs and IT equipment. So, if your new location is significantly smaller, this may solve space problems.
Space-Saving Storage Solutions
Downsizing means you’ll have less space available. This means you’ll want to make the most out of wall space and floor space. Selecting desks with built-in storage, wall shelves, and wall-hung cabinets can move storage solutions higher up, leaving you more floor space to move around in.
Consider Coworking Spaces
If you need to organise appointments or meetings and your new office is uncomfortably small for these activities, consider a coworking space on occasions when you need more room. Business partners, clients, and guests will be more comfortable and impressed in a spacious location than in a cramped office. You may want to make this choice before you finalise your office’s interior décor.
Let Interior Design Improve Your Office Space
Interior design professionals often use certain techniques to make a space seem larger. Painting office walls a lighter or brighter colour, integrating mirror panels, using glass partitioning, and good lighting can all contribute to making a space appear bigger. It may be worth your while to contact an interior designer to get the most out of your new office space.
Don’t Forget Your Clients
Ensure that all your clients are informed of your move with your new address and any new contact numbers. Let customers know when your new location will be open for business.
Regardless of how much you downsize or where you move to, organisation is the key to success and a smooth transition. Evaluating what you need and what you don’t, can make any move easier and more cost-effective. Decluttering can facilitate downsizing which in turn can improve efficiency and save your company money.