The relocation of a business to a new office holds a lot of excitement for the owners. It can also be a paradigm shifting event, since it allows for new possibilities. An office space in Pune in the right location opens up prospects for several expansion possibilities. But however, the entire relocation process to a newly constructed property in Pune can prove to be intricate and difficult. This task however, can be made easier if the business has the required strategy and plan in place. In this blog let’s discuss the things you need to take care of in order to make the relocation efficient. The main purpose is to make the post relocation time less chaotic and to streamline your business operations.
1. Timelines Must Be Defined and Followed To Make The Shift Smooth
There are some key events that must be paid attention to if the shift is to be successful, timelines have to be set up first. Important timelines that must be kept in focus include the date when the contract starts for the new office, the designated date to move into the new office and lastly other deadlines such as notifying the service providers etc. Timelines act as guides in the entire process of relocation.
In order for this to be easy, it may be wise to form a moving committee and get some of the members designated as the project manager in charge of making this shift. This committee would be responsible for tracking, delegating, and resolving tasks as they arise. This designated team will help with the workflow and help make this move less chaotic.
2. Make sure to reach a sum on how much you would like to spend
This transition involves a couple of costs including moving services, packing materials, insurance, and down time costs. Assemble these costs and create a budget so that you do not run into unexpected expenses. Doing this would help keep track of your finances and ensure you do not go overboard.
Make sure to call a couple of moving companies before moving and get a quote from them. This will help you avoid overspending. Now when making these calls, it is better to check against a couple of movers who have experience in office relocations and are more likely to have good reviews and references as those are essential in confirming their reputation. The right company will always guarantee the best service at a fair price.
3. Contact Your Stakeholders
Give your employees advance notice about the movement and all the specifics about the new location, the movement schedule, and whether there are any changes to their day-to-day activities. Regular information will ensure that stakeholders do not find too much anxiety about the changes. Also, tell your customers, and suppliers, and business associates that you have moved to a new office in Pune. Please change your address on the website, business cards, and other marketing tools. If you’d like to be a little more formal, you can send an email or mail giving everyone a little heads-up about the new place.
4. Strategically Planning Your Office Space As An Entrepreneur
Assessing the area of your new office should be done with a clear plan in mind. This enables the including and strategizing of what furniture/equipment would be needed for the office’s new layout. Will everything be shifted to the new space or some items would need to be changed up? Where would the workstations and meeting rooms be held? All these important questions should be kept in mind and new equipment ordered so there are no delays.
5. Preparing And Assisting Employees With IT Services
All of your IT equipment, including your printers, servers, phones and more, should be listed in an inventory, along with your computers. Deciding what would go and what would be replaced in your office becomes easier once you analyze the set conditions for single item. This helps out not only in shifting to the new location but also assists with networking, internet, phone systems and server setups as everything is pre-arranged. Be sure to work alongside your IT department to ensure deadlines are met for smooth business operations.
6. Updating Utilities and Services
Get in touch with your internet, electric, water and gas providers for the transfer or creation of accounts in your new office. Schedule these transfers for the same day you plan to move in. Don’t forget to inform your fresh address to your bank, suppliers and others as required.
7. Protecting Essential Documents
All vital papers and other confidential materials must be packed properly. You can also use lockable filing cabinets or secure boxes for more security. It is advisable to have a backup plan by making digital copies of important papers.
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