While moving into a new home or apartment is a milestone worth celebrating, it can become a logistical nightmare. It takes weeks just to find your favorite frying pan, and many of the boxes end up relegated to the garage indefinitely while you try to find a place for everything.
Office moves create the same chaos — just on a larger scale. There are more equipment, furniture and people to round up from the start, and someone needs to figure out where it all goes. Fortunately, by using the right technology to manage office moves and taking steps to plan ahead, you can eliminate the biggest headaches.
Here are five of the most common hassles and how an integrated workplace management system, or IWMS, can eliminate them.
Before moving into a new office space, your organization should have a solid plan for how to utilize it. This requires thinking through the goals of the business as well as employees’ needs.
Coordinating space utilization through printed floor plans is challenging and time-consuming. An IWMS provides a more efficient solution for space management. Not only can you visualize floor plans online, but you can move around occupants, furniture and equipment to find the ideal layout.
If you lose your favorite coffee mug moving into a new home, you’re out a few dollars. If your organization loses a large flat-screen monitor and expensive audio equipment, you’ll spend several thousand dollars replacing it.
With asset tracking software, you can ensure all these items are accounted for and nothing gets lost in the shuffle.
By nature, office moves interrupt day-to-day workplace operations. These interruptions affect employee productivity, so it’s important to minimize their impact.
One way to do this is by making sure employees have the right tools available to them as soon as they move into the new space. They should have an easy way to find their way around, find coworkers and find the meeting rooms and technology they need quickly.
An IWMS that connects to mobile employee apps ensures everyone stays connected so they can stay on track, no matter where they are.
The post office doesn’t stop delivering just because you’re moving. You still need an efficient way to keep track of mail and ensure it’s delivered to the correct recipients during and after a move.
An IWMS makes real-time mailroom management easy, enabling your organization to track the location, date and time of deliveries and easily notify recipients.
Like any big event a company undergoes, effective communication is key for a successful office move. All departments should be aware of the timeline and important details related to the move.
Move management software helps to ensure seamless coordination. You can see all tasks, equipment and requests related to the move in one place, with the option to sort them by building or department.
You can monitor the status of these tasks or requests, with all updates made in real-time. And because the software is integrated with other modules within the larger umbrella of an IWMS, you’ll have the most accurate information about space utilization, assets and more at your fingertips. This ensures transparency across your organization while reducing redundancies or errors that can occur in emails and spreadsheets.
It also keeps employees informed, which can ease their concerns and uncertainties. Your next office move doesn't have to be a chaotic mess. Make sure you can find what you need, when you need it before, during and after the big move.
Learn how the iOFFICE Move Management Software can help facilitate accurate and timely office moves.
Elizabeth Dukes' pieces highlight the valuable role of the real estate and facility managers play in their organizations. Prior to iOFFICE, Elizabeth was in sales for large facility and office service outsourcing firm.