Moving office: The ultimate checklist

You’ve found the perfect industrial or commercial property for your business with the help of Ithala Development Finance Corporation, the lease has been negotiated and you’ve signed all the paperwork. Now it’s time to move. Moving can be a stressful and difficult task, that’s why it is so important that you plan carefully.

Read: Three reasons to rent industrial or commercial property

1. Appoint an office move coordinator. Find someone on your team who is organised and can handle the responsibility and stress that comes with a major move like this. Remember that this person will be carrying a massive load on their shoulders, so provide them with the support they need and incentivise their hard work with some extra money, or some well-deserved time off.

2. Set a clear budget and keep tabs on expenditure. You need to ensure that your move coordinator is aware of the budget available for the move, and keep tabs on all expenditure. Moving is an expensive exercise and needs to be handled carefully.

3. Measure, measure and measure again. Make sure your current furniture fits into your new space. Use this time to look at all your office equipment and check what needs servicing and what possibly needs to be replaced. While you’re measuring, also draw up a floor plan so that it’s clear who’s sitting where and what the various areas will be used for.

4. Make a list of everything that needs updating. This includes letterheads, business cards, invoicing systems etc. Also inform your clients and service agents that you are moving to a new space, and provide all new address and contact details.

5. Ensure that all your technology requirements have been taken care of. Cancel all telephone lines and set new ones up at your new premises before you move in. This will help you keep a smooth transition without a break in communication and service for clients.

6. Let staff know that they are responsible for their own workstations and everything on their desks. Provide boxes for staff to pack up their desk contents, and ensure that everything is clearly marked. The first day should not be spent looking for missing boxes without names on them.

7. Confirm moving date and time with your movers.

8. Keep your staff in the loop. Tell them about the new space, perhaps even organise a site visit for the team so that they are familiar with the premises.

9. Contact your insurance company and make them aware of the move and the new premises. Ensure that all your goods are also covered for the actual move.

10. Celebrate the move with your staff. While you don’t have to throw an expensive party to commemorate the move, a small gathering with just a few snacks and drinks will raise spirits among your team and ensure a positive attitude going forward.

If you’re still looking for your perfect business premises, contact Ithala Development Finance Corporation. Ithala has a portfolio of properties in various KZN locations to suit your needs and meet all your requirements. Developments such as Paramount Park and Isithebe Industrial Estate will leave you spoilt for choice.

For more information visit www.ithala.co.za or visit their blog www.myithalastory.com for inspirational stories.

Read: 6 things to look for when renting an industrial property