If you have moved houses before, whether alone or with your family, you have an idea of how exhausting, overwhelming, and stressful the experience can get. Moving to a new office location, even if it is close by, can trigger the same emotions.
The logistics of moving to a new office gets complicated as there are more people to consider coming from different departments. Plus, moving disrupts business operations. Business owners and managers want to get the moving done as quickly and as smoothly as possible to get back to business while minimizing any loss in profits.
Each person has a part to play before, during, and after the move. Even if you do not own the company you work for or manage employees, you can help out with the moving process. A moving company based in Dubai shares a few tips on how employees can contribute to making moving easier.
At least a few months before moving day, your boss will announce the plans to move offices. Ideally, the announcement will be comprehensive and include most, if not all, of what you need to know. Some of the items that your manager will discuss may include the following:
- Moving date
- Address of the new office
- General features such as the size, number of rooms or spaces
- Reasons for the move
- A timeline and general checklist of tasks for what each department or the employees will be responsible for
- Who to approach in case there are questions or concerns
Listen carefully to see what is expected of you and your department. Note these down as well as any questions you might have or aspects you need to clarify.
Talk to the person in charge of the move
Some managers will take the time to talk to each employee and gather feedback. In the event that your managers are not available, speak to the person in charge of the move. Do this preferably right after the meeting or as soon as they are available at least a few weeks before the move.
Approaching your boss shows initiative and a sense of responsibility on your part. However, you also need to ask the right questions. Here are a few suggestions on what you might want to ask:
- What items do you need to pack?
- What should you do with items that won’t be taken to the new location? Do you throw them away, sell, or donate to a specific charity?
- Are there issues at the new space that you can handle?
In some cases, your company may hire a professional moving company to help with the packing and moving process. If this is the case, ensure that your workspace is clean and ready for the move.
Visit the new area
If possible, go check out the new office or at least the vicinity where your company will be relocated. By taking this trip, you have a better idea about the roads going to the area, amenities, and options for public transportation.
You may need to consider moving if the new location is far from home. Share the information about the new office address to your co-workers. The information can help them decide on what to do in terms of getting there.
Pack your items early
Begin packing the non-essentials as soon as you can. By packing early, you can address any issues that may arise. This should also give you ample time to carefully pack fragile items and wrap them in bubble wrap if necessary.
Let your boss or the person in charge of any issues along the way. The objective is to meet the deadlines for the move and minimize disruptions to the business as much as possible.
Label your personal items or any office equipment that belongs to your desk and essential to your line of work. Place the items in a box that has your name as well.
With an entire office moving, it is easy for things to get lost or misplaced. Marking makes it easier for you to find your office items and prevents your co-workers from accidentally grabbing your box.
Categorize office files
The initial meeting with your boss or the person leading the move should let you know what your responsibilities are, if you need to handle office files and how. If you have been given the task of sorting through the files, it is advised that you set up three categories. One category should be for records that will be carried to the new location, one for papers that need to be shredded and one group for recycling.
The same technique is used when packing and moving your home. By categorizing and organizing office files and documents, you can dispose of unnecessary papers and streamline the moving process.
You may not be a manager or the owner of a company, but your actions can affect the speed and efficiency of the moving process. By following these tips, you can contribute and make the move as seamless as possible for you and your co-workers.
Hafiz Zafar is the owner of Professional Movers. The company offers reliable, cost-effective and stress-free packing, storage and relocation services across Dubai, Abu Dhabi, Sharjah and other parts of the UAE region.