The Logistics Of Moving To A New Office

huge office spaceThe operations of an office in any business are vital to the daily success and overall functionality of the organization as a whole. To maintain that success and sustain organizational operations any transition or move of the office must be handled professionally by logistics and planning experts who have able-bodied personnel to support the action.

Most people are familiar with the challenges of moving their households from one location to another and are aware of the obstacles they have faced in those endeavors. A front office, corporate headquarters, or even a local outpost is much more complex and can have an adverse impact on a business’s viability.

Communications

The functions of an office can vary greatly from one business to another depending on the organizational structure, mission plan, and the size of the company. In a smaller company, an office may have fewer personnel that multi-task their responsibilities. The sales representatives, field agents, supervisors, and other staff that do not work in the office may have to phone into headquarters all day long for faxing, product information, or contract details. From a logistical standpoint, moving can pose many problems.

Telephones, computers, copy machines, faxes, and any other communications equipment that are in daily use require the most technical planning. One of the challenges with communications devices is the third party service providers. When businesses are involved with contracts moving can create situations where the new location is not covered by the servicer.

The contract has locked in the company for a service they cannot use and must still pay for. Most servicers do allow for transferring a service and maintaining service at the old location and a new location for overlapping periods during the transition. One of the intelligent logistical plans in this type of scenario is to have the third party servicer inspect the new location and make an assessment of the needed infrastructure plans to accommodate the equipment the client intends to install in the new office. Everything from fax lines to fiber optics need to be installed prior to making the move.

Office Furniture and Equipment

The labor intensive portion of the job is going to include the moving of the heavy desks, filing equipment, and any other items of the office. While this may be the most difficult part in terms of sweat and muscle, it is logistically much easier to plan for than most of the other parts of the move. The real challenges of this phase of the move is to avoid damaging any of the inventory.

Offices come in all shapes and sizes. Something as simple as positioning a desk can be challenging as most desks are designed to face specific directions, and the layout of one building may be very different from that of another. By the time the cabinets, tables, and chairs are brought in the desk may dictate the layout of everything in the office. In massive offices there is an opportunity to move inventory around a little bit easier.

Smaller offices may not have this luxury. It is very possible that purchasing new office equipment may be necessary or even modifying the existing furniture. If the move is a result of an expansion, it is a good idea to draw out the office floor plan to scale before buying any new equipment. Moving is challenging enough without doing it twice.

Information Security

Privacy rights must be protected at all costs. Before moving anything, all systems must be backed up to include hard drives and communications security equipment. Files must be secured in locked cabinets and protected from accidental exposure to public access or purposeful security breach by bad actors. There are federal laws and state laws in most cases that will create a level of liability for a business that can potentially cause significant problems. Aside from tort action, a company that suffers a security breach loses the confidence of its customers and business affiliations.

Proper handling of personal, customer, and financial information may best be protected with third party contracting and management oversight throughout the process. Any time your organization can either mitigate or share liability its interests are better protected. Of course, the third party has to be of reputable character with a track record of reliability. A good company to assist with the move would be Movin’ On Movers.

Logistics are not simple as the word itself implies; it is the application of logic. Businesses and organizations of every kind are reliant upon their offices to enable success on a daily basis. Experienced personnel must give the complexities that go along with moving serious consideration and planning. It may be necessary to bring in specialists for each area of importance such as procurement, transportation, information technology, and the information security divisions.

Every office is different, and every move is going to have its own circumstances. Moving from one office to another is going to require the implementation of your best strategic planning methods and resources you have in order to avoid an interruption of the business processes. Facilitate the process without taking any short cuts and moving can be an exciting beginning instead of “just another headache.”

The writer, Ray Donato, is an office manager who recently had to deal the pain of moving from one office to another. He shares experiences in office management to help others avoid the problems he experienced. If you wish to learn more about Ray you can visit on Google+.

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