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If you are planning on moving your office to Downtown Toronto, and are not sure how to go about it the best way, this is the article for you! We are going to cover everything you need to do to ensure that your business gets back on its feet as soon as possible. You will, of course, need the help of one of the office movers Toronto has to offer, as well. Office relocations are all about good communication and preparation. We are going to go through every step in the process, showing you the easiest ways to handle them. Without further ado, let’s begin!
Moving your office to Downtown Toronto the right way in 3 easy steps!
While conducting an office move is undoubtedly very complicated, you can view it as three simple steps:
- Settling in
However, each step requires a different skill set and considerable time and energy investment. You may also want to familiarize yourself with Toronto moving, as well. There are ins and outs of moving downtown, and you might want to learn about them before you proceed. You can talk to your moving company and they will be happy to fill you in. After all, the more information you have, the better. And what do you need to do with that information? Communicate it with your staff!
Good communication makes everything easier
The first thing you will need to do is communicate the intent of relocation to your employees. They might need some time to adjust so it is best if you start communicating as soon as you know about your office move. However, before you start sharing the information, you might want to create a master list of people that you need to inform. Your employees, of course, but you also need to notify your property manager and give official notice. This is also the time to start contacting movers Downtown Toronto has on offer, and get some estimates. You don’t need to decide anything right there and then. But you do need some information to go on.
If you are operating with a larger team, it might be highly beneficial to appoint a “moving manager” among one of the staff. That way, you can communicate with one person and they will share the information among the other employees. They can also provide you with insights, concerns, and other information that will be relevant for your relocation. And, most importantly, it will cut down on your time and energy requirements. Careful delegation of responsibilities is one of the major keys to performing a successful office move.
In this step, you will also need to send a change of address notice to all interested parties, such as:
- Partners and clients
- Account departments
- Financial institutions
- Service companies
- Organizations you belong to
- Foodservice companies
Basically, any service company that your business makes use of. This step can take considerable time and you might want to delegate this responsibility to a trusted employee, as well. You will have a lot “on your plate” soon enough.
You will need to prepare for moving your office to Downtown Toronto
The preparation step involves considering the logistics of your relocation, as well as the layout of your new office space. To start with, you will need to create an inventory list of your furniture and other items, as well as communicate with furniture companies for any items your new office will need. While you can do this after you move in, it will needlessly hamper your business operations. Therefore, place the orders for any new items before the actual relocation, arrange storage facilities, hire packing services, etc. This step will also have you planning the layout of your new office space. You may want to take this opportunity to create a more organized setting. For example, you can create color codes for each department in your office, create a detailed floor plan, assign each employee a number and correspond it to a desk, things like that. The possibilities are endless.
There will be paperwork to sign, services that need to be booked (cleaning, parking, etc.), it can all get pretty complicated. The best thing to do is to create a checklist before you start accomplishing tasks. That way, you will have a clear plan of what to do. Speaking of plans:
Have a plan for settling in
As you want to get back to business as soon as possible, you may want to invest some time and energy into settling in properly. You will want to ensure that the work areas are clearly defined, set up telephone and IT systems, make sure your insurance is transferred, things like that. You will actually be amazed at how many things you took “for granted” in your old office. All of that needs to be set up anew before you can resume your old routine.
But this time, you are “armed” with extra knowledge and experience and you can optimize your new office according to your needs. You may also want to consider organizing an office-warming party. It is a great way to really embrace the new office space, in a fun and relaxed manner. And if you want to go “above and beyond”, leaving a welcoming pack on each employee’s desk is sure to start things off in the best possible way.
A few additional tips for moving your office to Downtown Toronto
If you’ve followed our guide, you will be well-prepared once the moving day arrives. But you can still enhance the moving effort with a few “finishing touches”. Make sure that the AC is on once the movers arrive, it will greatly enhance the working atmosphere. Also, ensure that your moving crew deals with the IT equipment first and everything else later. Additionally, set aside a small budget for refreshments for the team and everyone else involved. A healthy, fun, atmosphere will make moving your office to Downtown Toronto seem like a breeze.
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