Lease expired or outgrown your current office space? If you’ve been in the same place, going through the same routine, for years and years, then it might be time to spice things up with a new office location.
Now moving office sounds easy – right? A few chairs and desks along with some files and we are halfway there! What about moving fragile and delicate pieces of IT equipment? How will these be moved? Who will disconnect and reconnect at the other end? Can we use the lifts or stairs? What about the photocopiers? What do we use to pack our belongings into? How do we dispose of unwanted documents or equipment? Will we be up and running in time for Monday morning?
Whether you’re a small start-up with a couple of desks and some pot plants, or medium to large organisation with computers and specialised equipment that require special attention there are important consideration and impacts to consider as part of the entire project.
Why can’t you just move office by yourself?
Take a look at your current office. Does that system work? What about the specific layout? If it does, then you’re going to want to recreate it perfectly in your new space. Not only will that require you to remove everything and transport it across town, or even across the country, but you’ll then have to set everything back up exactly as it was.
That doesn’t sound quite as easy, does it? Even with your whole team of employees, that means setting up cables and wires, plugging computers in and making sure machines work, having the desks configured properly and even putting the plants in the right place. Below is a checklist of things that you’ll have to sort out if you decide to go it alone with your office removal:
- Number each desk according to who sits where, and what team they are in.
- Number all equipment for staff member. Marketing might have more folders and books, while tech might have more computers and devices. It will be a waste of time if these are scattered all over the place at the new office.
- Organise IT support so that all data, cable and power leads are accounted for before the big day. This will save time setting up on the other end.
- Create an inventory of everything you’re moving, so you can check it off at the other end.
- Move everything in a truck, or many, many trucks.
- Unpack all of the boxes, desks, cabinets, files, computers, chairs and equipment.
- Sort the entire new office according to the labels.
- Connect all the computer equipment correctly, and make sure it all works.
- Wait for employees to arrive.
The reliance on computers and electrical equipment is critical in our modern high tech “savvy” world. If these are not disconnected properly and not ready on time in the new location then your business operation can be severely affected.
When looking to relocate desktop computers, screens and equipment it can also be a good idea to evaluate how old these are and if they are suitable for the next few years in the new premises or do the in-fact need to be upgraded? Is this the right time to start fresh?
Disposal of IT Equipment
Most commonly know these days as “E Waste”, it is an important part of any office move or upgrade process. With more data is being stored and moved around the world than ever before and it is critical that businesses ensure that recycling of E Waste is done ethically and responsibly for both your customers and staff.
“Every day, we create 2.5 quintillion bytes of data — so much that 90% of the data in the world today has been created in the last two years alone.”
IBM – Dec 2016
How do I remove the data is another common question! Degaussing is the process of reducing or eliminating an unwanted magnetic field (or data) stored on tape and disk media such as computer and laptop which can be utilized. Shredding of the actual hard drive is another option that some companies utilise to ensure the data is completely destroyed.
Now once you have disposed of the data, how do you prove that this has been done if you are audited or asked for evidence at some point? It is important to ensure that if you are looking at these options then you engage specialist providers that can actually give you a certificate of data sanitisation or destruction upon completion of the service.
Instead of trying to pack everything up into boxes, wrapped in bubble wrap, placed inside used paper box containers and asking staff to carry their own box could end it a workers compensation claim! It is important to ensure that the packing is done both carefully and with respect to the environment and customers privacy in mind.
Many professional Business Movers now use plastic recyclable security crates as part of supporting businesses with their environmental management policy. The crates are lightweight, durable and can be reused time and time again.