Much like moving house, relocating to a new office is both an exciting and stressful time. It’s often a great indicator that your business is growing fast, but it’s also a time when things can go horribly wrong without proper preparation. A poorly executed relocation can cause problems for many months down the line, and while some disruption is inevitable, there are many ways to reduce it to a healthy minimum. Here are five tips to help you do just that:
#1. Cloud computing
A successful office move doesn’t just happen overnight. When you factor in the installation of new and existing hardware and office furniture, you’re easily looking at weeks rather than days before operations can get back to normal. But what if you could eliminate those disruptions by allowing your employees to work from home until everything is back up and running?
By migrating your applications and data to the cloud, employees will be able to access apps and data online. Even if they’re not going to be working from home during the move, keeping a backup of everything in the cloud greatly reduces risk. After all, there’s always a chance of computers getting damaged during the move, which could also lead to data loss.
#2. Office planning
Most office relocations come about out of necessity once a business outgrows its old premises and needs to add more desks. But it’s also a great opportunity to boost the efficiency of your space by establishing an optimal layout from the outset. While you’ll be somewhat restricted by the floor plan and physical infrastructure, there are a few elements you can optimize.
The first thing to do is take note of your technology and networking requirements. Employees will probably need consistent access to wireless internet, so be sure to install access points in areas that provide the most coverage and are not obstructed by walls.
Then, think about how desks and workstations are positioned in the office. Is an open floor plan more conducive to office productivity, or will your employees work faster in cubicles? Other factors to consider include ergonomics, noise levels, and how much natural light is coming into the office.
#3. Internet access
Internet access is something you’ll want to think about from the very beginning, before you even sign a contract. Although requirements vary widely from one business to the next, you’ll generally want to go for the fastest possible internet service available in the area, so you have plenty of space to grow. In most cases, fiber optic broadband is a practical necessity.
Getting your office internet set up can also take some time, so it’s highly recommended that you start arranging it as soon as possible, preferably so that it’s up and running already on the day of the move. Remember, internet connections and phone lines can take weeks to set up in a new location, particularly if you have a large business.
#4. Phone systems
Perhaps one of the biggest nightmares when it comes to office relocations is having to change your phone provider, numbers, and all the infrastructure necessary to run everything. That’s why now is a great chance to do away with the landline (if you haven’t done so already) and migrate to internet-based telephony.
VoIP, or Voice over Internet Protocol, is the new standard in business communications. It cuts costs dramatically by allowing you to keep your entire communications infrastructure hosted in the cloud, complete with virtual receptionists, call recording, and much more. All you need to use the system is any internet-enabled device with a microphone.
#5. Network cabling
It might not be the most glamorous part of office relocation, but network cabling is certainly one of the most important. A lack of structured cabling can hinder performance, and it’s much harder to repair and upgrade. There’s also a much higher risk to workplace safety when you have cables sprawled out across the floor.
Make sure to have a structured cabling plan in advance, since you’ll need to take cabling into consideration when deciding where to locate your furniture. Structured cabling is much better than the basic point-to-point system for all but the tiniest of offices. It also provides improved scalability and makes it much easier for network engineers to identify problems and optimize performance.
Tech Squared can help you prepare for your office relocation. We’ll manage network installations, cabling, phone systems, cloud migrations, and floor space to ensure your business runs optimally. Call us today to make your office move a breeze.