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How to Guarantee Your Office Relocation Will Go Smoothly

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16 June 2020

Whilst relocating your office is usually an exciting change symbolising bigger and better things, it can also be a hectic one, coming with a long to-do list.

Alongside the excitement, office relocation also brings with it plenty of opportunity for the disruption of day-to-day operations. 

However, office relocation doesn’t always have to be a stressful process. With careful and strategic planning, you can reduce any chances of office relocation issues and ensure a smooth transition.

In this article, we’ve put together some useful tips for moving offices that will ensure your business relocation will be successful. 

Let’s begin!

1) Prepare a List of Online Addresses to Change

When it comes to relocating your business, changing the address on your business cards isn’t all you need to do. You also have to notify your clients and vendors about the new address and update your digital channels. This includes:

  • The ‘about us’ and ‘contact page’ on your business website. If you have terms & conditions and privacy policy pages, make sure you update them too.
  • Ensure that you are updating all your social media profiles like Google Business Profile, Facebook, Twitter, LinkedIn and Instagram.
  • Make changes to your domain registration information. As ‘behind the scenes’ information on your website, this can go unnoticed when relocating your business.
  • Update your listings and online directories. Prepare a list of all your local directories with your previous address so that you can update them as soon as possible. 

2) Update Your Company Registration and Filing Address

Many businesses will have their registered address at their accountants. However, if you use your office, it is vital to change your company registration and filing address before moving to the new location. 

This is especially important if you are a private limited company and will ensure there are no issues when filing your annual company tax returns.

3) Update Your Marketing Material

Figure out which marketing items will have to be remade or reprinted and make sure they are ready before you relocate.

Moreover, if you share regular email newsletters with your clients, ensure any contact address in the footer is updated. Remind your employees to change their signatures so that it reflects your new location.

4) Communicate With Your Employees

Establish a robust communication plan to notify your employees regarding any important procedures and changes. This includes:

  • The moving procedure and dates
  • New rules in the new office space
  • Revised contact numbers
  • Parking arrangements

It is important to keep your staff informed throughout the office relocation process. If you want to have a business communication system in place that makes the task of conveying important information significantly easier, contact us to make the most of our communication and collaboration services.

5) Evaluate Your Vendor List

Relocating an office means a new opportunity to review your vendors list. This is the case for any location-centric services. For example, parcel delivery, document shredding etc. By keeping your vendors up to date well in advance, you can ensure business continuity. 

6) Use Your Relocation to Declutter

Office relocation can feel like a fresh start. This makes it the perfect opportunity to do some housekeeping and cleaning to ensure you’re not bringing any unnecessary clutter with you.

It may finally be time to discard any worn-out furniture and similarly upgrade any outdated equipment and systems. The main aim is to get rid of all the items that you no longer need.

7) Checking Internet Connectivity 

It’s something we often take for granted, but moving office often means changing your internet service provider. With so many options to choose from, you’ll want to make sure you’re receiving the best connection available in your area.

At Redpalm, we can perform a network and connectivity analysis on your new premises to check your expected internet speed before you move. We’re also able to curate a list of trusted providers and make recommendations based on their maximum speed and cost-effectiveness.

The disruption caused by being unaware of poor internet coverage could have a significant impact on your business. As such, this service is typically best before you’ve decided on a new office. 

8) Updating Your External IP Address(es)

A new location will typically mean a change in your external / Public facing IP address(es) for your business. If you are changing internet service providers, you typically won’t be able to transfer your IP address(es).

Moreover, you’ll want to plan on updating your IP address(es) before you move office. You’ll also want to know where all these changes need to be made such as any DNS entries that point to your on-premise IT Infrastructure e.g. Exchange Servers, MDM solutions, VPNs. 

Additionally, websites that whitelist your IP Address will need to be updated and other cloud provider security settings using your IP Address. For example, Microsoft 365 conditional access.

9) Data Centre Relocation as a Service

Although assembling desks and chairs isn’t our forte, one of our specialities is data centre relocation. It would be great if moving your entire IT infrastructure were as easy as unplugging them in your current racks and connecting them back in a new one, wouldn’t it? Yet, as we all know, it is never that easy!

Redpalm assists in the office relocation process by labelling, unracking and transporting all your hardware and equipment safely and securely to your new site, ensuring everything is set up and running exactly as it was.

Since IT interruption has a direct impact on your business, partnering with a professionally managed IT relocation partner like Redpalm well in advance, can streamline the process and save you from any unwanted headaches.

Similarly, testing and upgrading your business disaster recovery plan at regular intervals can also be helpful especially when business relocation is underway.

10) Protect Your Data

During office relocation, you never know what could happen to your files and hardware. It could result in the loss of vital documents or damaged servers and hard drives. As such, you need to back up your data to protect it from loss and data breaches when moving. 

Business continuity is a big priority for many businesses and being able to get back to work when something goes wrong is crucial. Redpalm’s backup and disaster recovery services are designed to be there when you need them the most. As such, you can always trust that your data is in safe hands. 

Contact Redpalm for Managed IT & Business Continuity Services

It goes without saying that strategic planning is the best way to ensure your IT relocation will go smoothly. However, when it comes to crucial business operations like setting up your IT infrastructure, you ought to seek professional assistance from managed IT service providers like Redpalm.

Redpalm is a managed service provider (MSP) dedicated to providing you with support and advice on the right technology for your needs.

From IT audits and health checks to vulnerability assessments, proactive monitoring, and technology procurement, we can cover every aspect of your IT infrastructure.

Get in touch today to find out more about our managed services and solutions.

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