Just like moving from one home to another, moving offices can be a very challenging task, especially if you aren’t aptly prepared beforehand. There are several things to consider when moving to a new office location, which is why it’s a smart idea to create a detailed office relocation checklist prior to the big move. In a dynamic city like Mississauga or in the nation’s capital, Ottawa, it’s in your company’s best interest to find an all-inclusive office space that’ll suit all of your needs.
Checklist for Moving Office Premises
If you’re considering moving to a new office building to expand your business or because your current lease is about to expire, here’s a comprehensive office relocation planning guide that you might find useful.
Sufficient Physical Space
This might seem glaringly obvious, but any time you’re thinking about relocating your entire business, you need to make sure that the new premises will have sufficient space to comfortably accommodate all of your employees and clients. People don’t just need enough space to complete their work; they also need a little excess room to move around with ease and store a few personal effects at their work station with easy use of their peripheral devices.
Choosing an office that’s already fully furnished will ease a great deal of stress for you and your employees come moving day because it’s one less thing you need to worry about expensing to the company and arranging to set up. A move-in ready space is an essential component of all-inclusive office spaces in Mississauga and Ottawa and it should definitely be a top criterion for your new office location. Before the move, just make sure that all of the available office furniture is in good condition and fully functional. If anything needs to be replaced, make sure it’s taken care of before moving day.
Communications Service Providers
Prior to officially moving into your new office location, it’s your responsibility as the business owner to ensure that all communication services, such as Internet, phone, and electricity, are all sufficiently installed and in good working condition. Imagine how chaotic it would be if your employees showed up on their first day of work at their new office and nothing was working correctly. All lines for power and communication should be installed and adequately tested at least a week before the move-in date to ascertain that everything is ready in time.
During the research phase, you should find out what your options are for Internet connectivity and familiarize yourself with the Internet provider you’ll be dealing with directly. Arrange for an Internet plan that can adequately accommodate all of your employees’ individual requirements as they all play very different roles in your company. Secure and fast-running Internet services are an extremely essential part of running any modern business because they affect all business practices from wireless communications to e-mail to conducting online research to protecting sensitive company information.
Even in the age of smartphones, landline phone systems are still a mandatory amenity in modern office settings. From receptionist phone systems to personal lines, it’s important to ensure all phone lines are up and running well before you relocate your entire company to a new office building. Ask the building manager or landlord how their phone systems are set up throughout the building and whether they can make any adjustments to accommodate the needs of your business.
Free and Convenient Parking
If your old office building had convenient free parking within close proximity, then it would be imprudent to move your business to a new location that doesn’t offer this amenity. After all, it’s very likely that your employees have become accustomed to parking their vehicles for free in front of your place of business, which means it would be completely unfair to suddenly expect them to pay a daily, weekly, or monthly fee for this amenity. Even if the new office building is located in a large and dense metropolitan city where street parking is prevalent and underground parking is scarce, it’s your responsibility to try to take care of your employees as much as possible.
Taking care of your employees also entails ensuring their safety by making sure the area where they work is safe and that they’re fully protected from any unforeseen dangers. You can accomplish this by either hiring a well-trained security detail to monitor the premises or setting up a state-of-the-art IP-based security system in which employees and clients have to electronically sign in to gain access to the building.
Reliable Office Management
Before making your final decision about where to move your company, be sure to fully examine the physical state of the building to get a good idea of how thoroughly it’s being care for by the office management. If the building is old and looks dilapidated or there are a lot of neglected repairs that need to be made, this should raise some huge red flags about the poor state of the management. Ask yourself if that’s something you’re willing to deal with for the duration of your lease agreement and whether it’s something you want your staff to be exposed to and endure.
Keep in mind that older buildings, no matter how well they’re maintained, can also have internal structural problems that could pose potentially serious health issues for yourself and your employees, such as mould and asbestos. Considering you and your employees will be spending prolonged periods of time in this new office space, it’s important to take these things into account. You can save yourself a great deal on upfront costs by inquiring about the age of the building, whether there’s a cleaning staff and how often they come in, as well as whether the building comes equipped with standard amenities. Asking these questions from the beginning will help establish a strong and amicable working relationship with your new landlord.
Choose an All-Inclusive Office Space in Mississauga or Ottawa
Innovative Professional Offices is committed to helping your business succeed in every way possible, and we’re always available to answer any questions you may have about leasing an office space with us. All of our services and rental plans are fully customizable to meet your standards. We have a wide selection of affordable package to best fit your business needs. To learn more about our all-inclusive office spaces in Ottawa and Mississauga and how we can help you check off all components from your office move checklist, please contact us.