How to (Almost) Guarantee Your Business Relocation Will Go Smoothly

16. June 2020

Redpalm Tips to Ensure Your Office Relocation Goes Smoothly

Whilst relocating your office is often an exciting time and symbolises bigger and better things, it can be hectic and comes with a long to-do list, with plenty of opportunity for disruption of day to day operations. However, with careful and strategic planning, you can reduce any issues and ensure a smooth transition.

At Redpalm, we’ve put together some of our useful tips that can (almost) guarantee your business relocation will be successful. When it comes to safe, stress free relocation of your IT hardware and systems setup, talk to us today.

 

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 have to notify your clients and vendors about the new address and also 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 My Business, 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.

 

Update Your Company Registration and Filing Address

Although many businesses will have their registered address at their accountants, if you use your office, it is vital to change your company registration and filing address before moving to the new location, especially if you are a private limited company. This will ensure there are no issues when filing your annual company tax returns.

 

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.

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.

 

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.
  • Any new rules in the new office space.
  • Revised contact numbers.
  • Parking arrangements.

It is important to keep your staff informed throughout the relocation process.

If you want to have a business communication system in place that makes the task of conveying important information a lot easier, contact us to make the most of our communication and collaboration services.

 

Evaluate Your Vendor List

A change in 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. Keeping your vendors up to date well in advance ensures business continuity. 

 

Use Relocation to Do Some Housekeeping

Relocating your business 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 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 and junk that you no longer need.

 

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 network 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.

This service is typically best before you’ve decided on a new office, as the disruption caused by being unaware of poor internet coverage could have significant impact on your business. However, for those who have moved into an office with poor internet connectivity, we can also assist and advise on line installation.

 

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 provider, you typically won’t be able to transfer your IP address(es).

You’ll want to plan in updating your IP address(es) in advance of your move for your new office, knowing 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, VPN’s. Also websites that whitelist your IP Address will need to be updated and other cloud provider security settings using your IP Address e.g. Microsoft 365 conditional access, to name but a few.

For help and support in planning to update your IP address(es) for a move, please contact our team on  0333 006 3366

 

Datacentre Relocation as a Service

Although assembling desks and chairs isn’t our forte, one of our specialities is datacentre 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, but as we all know, it is never that easy!

Redpalm assist in this 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 at your old racks.

Since IT interruption has a direct impact on your business, partnering with a professional 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.

If you want to understand how testing the robustness of your business continuity plan can help your organisation, get in touch with our team at info@redpalm.co.uk.

 

Contact Redplam 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 should seek professional assistance from managed IT service providers like Redpalm.

From configuration to deployment, monitoring, and maintenance, we can cover every aspect of your IT infrastructure.

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