Did you know that relocating an office is more problematic than relocating your house? An office has essential documents, computers and other assets, contact details, hardware items, large equipment, and more. Decluttering items in your office requires several authorisations. Moreover, you cannot drag the process as each day you spend relocating is a day your competitors spend trying to capture your customers.

As a general rule, hire a reputed Packer and Mover Company specialising in serving corporate clients. Then:

1. Arrange with your new building manager to keep utilities ready. 

2. Keep your layout of the new office ready. The movers will be prepared to arrange all the equipment. You can start your business immediately. 

3. Keep a checklist to ensure every asset has been transported from the old place to the new one. 

How to handle your human resources and business during these processes? What are the costs and documents related to the change? Read on to find out.

Plan ahead

You cannot unplug and throw all the computers into one box and papers into another and call a truck. It would help if you planned what should be packed first. Always begin with things that do not disrupt the business process, like packing old files, unused computers, etc. Later, move on to the business process items, and finally, the things of customer care. Always start informing stakeholders about the move well in advance. Send a personalised email or create an announcement in the local newspaper.

The planning phase should also include time to manage employee resistance to the move. You are not moving your business; you are relocating your employees’ workplace too. Assign an adequate budget to improve coordination among employees too.

Managing budget

The relocation process costs a considerable amount of money. But, beyond that, you need to spend money on temporary storage (if required), house hunting costs for employees (or paid leave for house hunting) if required, an adjustment in travel costs of employees if required, utilities in the new location, and more.

If you are planning to move to another state, you need to spend time and money on government processes, like getting a license, transportation approval, and more. You should also plan and assign budgets for the delay in re-beginning the business. There could be mismanagement, damage, or loss of essential documents and items. You should set aside a certain amount of money for recreating or repurchasing those assets.

Warehouse and storage costs

storage-costs
Indian business man counting newly launched indian five hundred rupees. Money counting background concept with copy space.

You may be in a situation where you cannot dump everything from your business and warehouse into the new location. In such cases, temporarily, you would need a storage service to store items and vehicles.

StorageLower RangeHigher range
Small storage – 20 boxes maximum1,500/- per month3000/- per month
Medium storage – 30 boxes maximum2500/- per month4,000/- per month
Small locker storage – for just a few boxes300/- per month 1000/- per month
Bike storage500/- per month1000/- per month
Car storage – hatchback1200/- per month2500/- per month
Car storage – sedan1800/*- per month3000/- per month
Car storage – SUV2500/- per month4000/- per month

Delegate responsibilities

Your packers and movers will be helping you with the packing and loading. However, a packer employee might not know the difference between a trash paper and a report imperative to your new project. Any paper lying on the floor would look like trash to anyone outside your office. Thus, always ask your employees to pack their desks. Also, suggest decluttering and throwing away unnecessary items.

Deal with government documents

Your office might contain a mini-bar, or your business might be regarding a chemical or cleaning supply. In other words, you might have to move restricted items in the transit truck. In some cases, reputed packers and movers brands offer their services in procuring a required license. However, most permits must be submitted by the owner or the business manager. Thus, get on with the process as early as possible.

Based on the location of your new office, the type of documents required and the process varies. For example, you might be shifting to the next street or a state far away from your current location. Below is a table describing the documents necessary for each type of relocation.

Type of relocationType of documents required
Within the same state but different city or townFor MGT-14 – a copy of the special resolutionFor INC-22 – NOC from the premise owner and utility bill copies
Same state; from one Registrar of Companies (ROC) to anotherINC-23, copy of newspaper advertisement, copy of altered MOA, list of stakeholders entitled to objections, a declaration from crucial personnel, declaration from directors, minutes of EGM, NOC from the premise owner, copy of utility bills, and copy of the address (lease deed, rent agreement, or conveyance)
Interstate; from one ROC to anotherCopy of special resolution, alteration to AOA and MOA, the true copy of EGM notice, the true copy of EGM resolution, minutes of EGM, copy of altered MOA, list of stakeholders entitled to objection, declaration for key personnel and two directors, INC-28, and INC-22

Source: taxaj.com

How to pack computers and other electronic items?

electronic items

If you have the original packaging in which you bought the computers and other equipment, please always use them. If not, purchase double-walled cardboard boxes. Since you will not have custom-made paddings like the original packaging, you must add adequate padding using thermocol sheets, bubble wrap, or others. Before packing computers, please take a backup and store the data in the cloud. If you are keeping the backup in an external drive, make sure to pack it properly.

Dismantle the computers as much as possible. Remove all the cords and label every part so it can be matched with its intended co-parts while reassembling. Better still, always pack all the items of one computer in one box. A medium-sized cardboard box is sufficient for a standardised computer. The monitor is the most commonly damaged component during transportation. Thus, wrap the screen with soft padding and, if possible, cut a cardboard box to place it over the monitor. Bubble wrap the screen and keep it upright. Fill the space in the box with thermocol peanuts or wrinkled paper. It is best to carry laptops personally in their carry bags. However, if your workspace has numerous laptops, always pack them individually in soft padded bags before placing them in the cardboard box. Use rubber bands to roll and tie the power cord with the adapter. If you do not have soft bags, wrap them in wrapping paper, then a thick blanket.

While packing small components like pen drives, CDs, memory discs, external hard drives, and others, use small containers to store them before putting them inside the packing boxes. If you wish to avoid scratches, use individual zip lock bags to pack them first before placing them in the box.

Lastly, list all components, papers, files, and pens while packing. Then, check whether you have received all the packages during unloading and re-arranging. Once you reach the new location, the movers will ask where to place everything. So, pre-plan the layout of the office before your moving day.