Whether you are looking to open a new business or you already have an established company, it may happen that you will need to organize its relocation.
For a move, it is first necessary to identify one or more managers, who will coordinate all the operations and, if necessary, to divide the work among the employees.
They, before the actual transfer, will establish, plan in hand, where the different stations will be placed. Each will assign a number that will correspond to a collaborator, responsible for his material and personal effects. Everyone must have available packing material, boxes and bubble wrap.
The manager will also have to take an inventory. In this way, it will be easier to check that everything is transferred to the new office.
It may be a good idea to organize a visit to the new spaces for employees, involving them and asking for their opinion on the layout of the workplace. It is also necessary to inquire about the transfer of water, electricity, telephone lines and especially for internet connections, so that everything works from the first day.
1. How to organize the packaging?
Many moving companies provide an all-inclusive service, which also includes dismantling, packaging and reassembling of furniture. They are also prepared to deal with computer archives and tools (professional multifunctional computers and printers).
In order to not be reduced to the last minute with these operations, it is necessary to start a few weeks before, trying to minimize the inconvenience for the employees. The first steps will be to pack everything that is not essential for everyday work. This is the moment to dispose of everything that is no longer needed or the furniture that will be replaced. To speed up these operations, each employee will have to take care of the elements of their competence, for example the customer archive or invoices. In this way, the move also becomes an opportunity to rearrange all the bureaucracy and eliminate the superfluous. It is also important to minimize waste. Before deleting furniture or specific equipment, ask if any of the employees need it or can use them.
2. The day of the move
A professional help at this point is essential, especially to dismantle the most bulky furniture and transport boxes. Calculate that professional printers or photocopiers should be raised by at least two people. The movers, thanks to their experience, are able to carry out all these operations quickly and without risk.
During the day of the move it is necessary the presence of the company representative, who has the task of making sure that everything is done correctly. It will indicate to the employees which are the most fragile objects, the boxes with important documents and IT tools. The ideal would be that all this information was also reported on the boxes in a clear manner.
Once everything has arrived in the new office, proceed to the arrangement of the different elements. If possible, request the presence of IT technicians. In this way all the equipment will work from the first day of work in the new office.
3. Do not neglect the bureaucratic aspect
The relocation of a business also include a bureaucratic part, different from that of a house.
Before transferring, make sure the new office is already registered as a business office and not as a laboratory or home. Otherwise, you will have to take care of the change of intended use, both from an urban point of view, both from a cadastral point of view. To do this, it is necessary to verify, through an inspection, that the new premises respect the rules established by the Regulatory Plan for your activity. Some requisites to be respected concern the demolition of architectural barriers, the presence of the right aero-illuminating relationship and a standard toilet. In this way, you will also confirm that no building changes will be necessary to make the spaces compliant.
Once these checks have been carried out, you must inform the Office of the Territory of the change in the intended use of the premises. By modifying the category, it also modifies the cadastral income and taxes to be paid on the property.
Professional movers will also be able to advise you for this phase. In the same way, you can consult your accountant.