Thinking of making an office move?
Not sure where to start and how it will affect your business logistically?
A major factor in moving office is to make certain that you satisfy the continuity requirements of staff and clients, by maintaining communications and connectivity throughout the whole moving process.
Continuity of business calls
Face for Business recently assisted Roger Hannah & Co, a large commercial property services company, with their office move by providing a call handling and telephone answering service to ensure that their client’s calls were still being answered. Our call answering service meant that calls could still be taken whilst phone lines were being switched over by their telephone line provider, which subsequently meant a smooth transition for them. With up to 50 staff without access to a landline, our service proved invaluable. Please see below a testimonial about the service we provided them:-
“This is just a quick note to express our sincere thanks for the support we received from Face for Business during our recent office move to Manchester. Due to the logistical challenges of migrating 2 offices into 1, at very short notice we were left without the use of a telephone system and were unable to answer our inbound telephone calls, which are the lifeblood of our business. Thankfully, Face for Business stepped in quickly to provide a solution for handling our calls and diverting them through to the relevant emergency and staff mobile numbers as appropriate. Throughout the process Face for Business were friendly and courteous to our callers and demonstrated a knowledge of our business, which helped make the transition appear seamless. Thanks again for your professional support”.
Call handling whilst you're making the move
So, as well as a call handling and telephone answering service, what else needs to be considered when relocating your office? Below are a few pointers in helping you to take the first steps in office relocation.
- Coordinator: Usually, there will be one or two people who will manage your move, and if not, perhaps you should allocate one? This person can then take responsibility and act as a point of contact for any queries or requirements staff may have.
- Emails: As with the telephone line, emails will need to be forwarded and it is always a good idea to use the ‘Out of Office’ assistant.
- Clients: Informing your clients, suppliers and contacts of your proposed move date in advance to ensure that they have all your records updated, especially your clients. You could send notification via post, email, and update your website and social media sites. Send your clients new directions, also.
- Postal address: Ensure you inform any online directories of your new address.
- Confidential files: It would be good to ensure that these are transported in-house, or via a trusted removals specialist.
- Office furniture: From desks to dishwashers, chairs to filing cabinets, have you employed a reliable and organised removals company? There are a number of companies on the internet, who all seem to have testimonials from happy customers.
- Labelling: Mark each piece of furniture with employee’s names and new location. Colour coding is another good idea - use labels to identify different departments or locations.
- IT Equipment: It’s always a good idea to pack all ICT equipment for each person’s work station together. You may want to employ an IT removals specialist to ensure that all equipment, servers, computers and other IT machinery is disconnected appropriately, with all wires, cables and connections are packed away securely and labelled correctly.
- Local Media: Inform your local media of the move – this will provide some exposure for your company as well as letting your neighbours know you are moving.
Face for Business would be happy to assist you with your office move or relocation, and can offer packages to suit this type of service. Please feel free to call us on 0845 031 3232 for more information.