Relocating your office can be a daunting task, especially in a bustling city like Dubai. However, with proper planning and preparation, you can ensure a trouble-free office relocation experience. Here is a checklist that you can use to ensure that your office move goes smoothly:
- Develop a relocation plan: Create a detailed plan that outlines all the tasks and timelines for your office relocation. This will help you stay organized and ensure that you don’t miss any crucial steps.
- Hire a professional moving company: Choose a reliable and experienced moving company in Dubai that can handle your office relocation. Ensure that they have the necessary equipment and expertise to safely transport your office equipment and furniture.
- Notify your staff and clients: Inform your employees and clients about your office move and provide them with the new address and contact details. This will help ensure that there are no disruptions in communication and operations.
- Label and organize your items: Label all your office equipment and furniture to ensure that they are easily identifiable during the move. Organize them based on their fragility and importance to ensure that they are handled with care.
- Secure the new office space: Before moving in, ensure that the new office space is clean, safe, and equipped with all the necessary amenities such as electricity, water, and internet connectivity.
- Update your legal documents: Update your legal documents such as business licenses, permits, and insurance policies to reflect your new office address.
- Conduct a final inspection: Conduct a final inspection of your old office space to ensure that everything is packed and ready to be transported. Check for any damages or missing items to ensure that they are accounted for.
Steps to Follow: 6 Months before the Move
#1: Verify your existing lease.
Your current rental leasing agreement is a binding contract that calls for you to make regular payments for a predetermined time frame.
So, before you go, ponder the following:
Is the end of your lease impending?
If you break your lease, would you be required to pay a penalty or deposit?
Moreover, look for any property damage. For instance, look for any infrastructure damage, cracked paint on the walls, or broken light fixtures. Learn the details of your lease to determine whether you must pay for property damage before moving out.
#2: Set a Budget
Office relocation is an expensive event.
Moving forward without setting a budget can cost you more than expected. So, set a budget beforehand to save yourself from spending massive capital.
Analyze what needs to be done and create a budget for the relocation project, including:
- Transaction fees (for lawyers, property agents, and more)
- Dilapidation costs for your old office
- Occupancy costs (such as rent, taxes, service charges, electricity, maintenance, and more)
- Fire plan, new office interior, and design costs
- Cabling and IT equipment and tool relocation and installation fees
- Telecom equipment and installation
- Marketing costs – announcements, new stationery, guest invitations, website update)
- Air conditioning, ventilation, and energy performance costs (consider “green” regulations)
- Temporary storage costs during the move
- Disposal costs (of old furniture, tools, equipment)
- Security charges (during the move)
#3: Select a Suitable Moving Company
Find the best moving company in your area that is within your spending limit. Getting expert assistance can guarantee a smooth transition. The earlier you get in touch, the better. Use the internet to find specialised office movers. To learn more about their services and to request quotations, visit their website.
To learn more about their services and to make an informed choice, read the client testimonials and feedback.
#4: Build an Internal Planning Team
Creating an internal planning team may hasten the relocation process while ensuring that each stage is completed on time. Create a team and assign specific tasks, such as creating a budget, getting in touch with moving providers, and more.
Here are a few aspects to consider for selecting team members:
- Knows your business inside-out
- Quick decision-maker
- Experienced at multi-tasking
- Great communicator
- Highly organized and good at financial analysis
Steps to Follow: 3 Months before the Move
#5: Block the Moving Date and Inform Stakeholders
Pick a move date that works for you at least three months in advance.
As soon as you decide on a date, notify your moving company management, vendors, the landlord of your current workplace, and other interested parties.
They will be better able to plan for the future with the help of this information. For instance, your landlord will be aware of the day your lease expires and may need you to follow certain legal procedures.
#6: Inform Your Task Force
Next, share the date with your team. Set expectations for the move so they can plan the transition.
Create a checklist of tasks you want to get done at the earliest.
For instance:
- Packing (Expected day)
- Utility transfers (Expected day)
- Phone installation (Expected day)
4 Months before Your Office Move
Every company that plans to relocate begins the planning process three to four months in advance of the move. This makes it possible for the business owners to plan effectively without sacrificing any details. They gather information, plan, pack, load, reload, etc. Four months before the transfer, you should accomplish the following, among other things:
– Keep an eye out for an office relocation service that you can trust.
– Go to the new office and determine what you need to relocate.
– Develop a rough schedule for the relocation.
– Tell your staff about the relocation.
2 Months before Your Office Move
The planning must become more specific two months prior to your move. The following items must be attended to before two months have passed since the move date:
– Employ a reputable and well-known moving company.
– Prepare fresh signs for the building’s exterior.
– Purchase fresh letterheads, notepads, business cards, etc.
– Inform your customers of the office relocation.
– Get new office furnishings for the new space.
– Prepare the paperwork you are bringing to the new office.
1 Month before Your Office Move
The time for moving your workplace is quickly approaching, therefore you need to make sure that everything is organised. The items on the list below are the ones you must attend to in the upcoming month:
– Speak with the insurance company about your new office insurance.
– Request the keys and give the staff their own space.
– Get new checks and update your bank details.
– Do all of the civil and electronic work.
– Prepare the packaging supplies.
– Inform the contracted moving company of all the objects you need to move.
1 Week before Your Office Move
– Make regular backups of your business PCs.
– Pack all of the office supplies.
– Label the packaged items.
– Give or sell whatever you don’t need for the new office.
– Before settling into the new office, schedule your meetings and attend them.
Reasons to Hire a Professional Movers and Packers Company in Dubai
Moving can be a stressful and daunting task, but hiring a professional movers and packers company in Dubai can make the process much easier and less overwhelming.
Therefore, if you are still confused, you can ask the professionals at Elite Shipping. Elite Shipping is associated with few of the best relocation companies that hold years of experience in offering flawless office relocation services to clients all across the globe. If you are planning to relocate in the Middle East, you will find the companies offering the best Office Relocation, in Dubai through Elite Shipping. The reliable Office Relocation Company, Dubai will know what needs to be done for a smooth office relocation. Therefore, go for the best Office relocation company services, in Dubai by referring to Elite Shipping.