How to Relocate Your Office During COVID
Relocating a business office during times of COVID can be challenging. If you find yourself in this situation, here are some things to consider to help you execute the process with confidence.
⬜ CONSIDER A STAY-OVER
Speak with your landlord about a lease extension and find out if there are any options to delay the move. Note that movers are classified as essential under COVID guidelines, so moves are still occurring during this time.
⬜ SET YOUR MOVE PROCESS
Having a more virtual method of coordinating an office move means you will need to have a detailed plan and a capable person to implement it. Think through all the activities that need to happen, the person or vendor responsible for each, and put it all into a schedule.
⬜ DO VIRTUAL WALK-THROUGHS
Determine how video chat can be used in place of staff being onsite to coordinate different functions. For example, the mover could conduct a virtual walk-through of the space before, during and after the job.
⬜ HAVE THE MOVER DO THE PACKING AND COMPUTER DISCONNECT-RECONNECT
Instead of staff packing their own belongings, let the mover do it with detailed instruction, or have staff go to the office in shifts to pack their items. Most commercial movers provide computer disconnect-reconnect service, so bundling this service with the mover will make the process more efficient and less taxing on staff.
⬜ USE BOXES INSTEAD OF PACKING CRATES
Packing crates are standard during an office move, but since they’re rented based on time, it’s important to switch to boxes so that they can be unpacked when the time is right with no extra fees are incurred.
⬜ CONSIDER DIGITIZING FILES
An office relocation is a good time to consider digitizing files and paperwork in the office so that information is accessible no matter where staff are located.
⬜ CREATE AN ONSITE WORK POLICY
An onsite work policy is essential for staff and vendors to follow so that everyone remains safe. The policy could include mandatory mask-wearing, a maximum of 10 people allowed onsite at one time, and no-touch procedures, such as paperwork being handled digitally.
⬜ COORDINATE EQUIPMENT VENDORS
Coordinate remotely with the equipment and service transfer vendors, including copier, postage machines, coffee machines and water coolers. Either designate a staff liaison for this for check with your building manager to see if they can let the vendors into the office suite.
⬜ DETERMINE WHERE TO SEND MAIL
Determine where to redirect the mail from your current office during the interim. If there’s a mail holding system in place at the new building until staff can return to office, then redirect the mail there. If not, look into getting a PO box for an employee to pick up there or have the mail held at the post office.
⬜ SEND OUT A MOVE NOTIFICATION
Notify customers, vendors and affiliates with a digital move announcement of your new contact information or how you are handling communications during COVID.
⬜ CLOSE OUT THE OLD FACILITY
Understand everything that is needed to close out the current office, such as trash removal, a broom sweep of the space, and returning keys to the landlord. Schedule the work to be done as remotely as possible.
This article is provided by the Office Relocation Center to help businesses navigate the changing landscape of COVID and office transitions. Subscribe to our Newsletter here to get future articles and updates.