You know now that your Cons for staying where you are far outweigh your Pros and so it’s time to make a change. You have informed your landlord and found a new location for your office.
I suggest creating folders (virtual, physical, or both – it’s up to you) and begin to sort different types of information you will gather regarding the move into broad general departments. Try to keep them this way unless there is entirely too much information from one vendor in which case you will have to make separate locations within the department for that vendor in order to keep track of the information properly. This may sound complicated but it really isn’t and will save you so much time and frustration during the move process.
Departments could include titles such as Old Location Info, New Location Info, Employee Info, Moving Company, Communications, Copiers, Web Site, Printing Company, Cleaning Service. These are just examples, there are always more!
Use different colors of folders and subdivide the Departments into Locations if you want to keep a folder for each sub item, OR you may use color coding for the Departments and keep all folders in the same department the same color. Again, this is your choice. Using color is especially helpful if you are a visual person.
If you decide to use a web application to keep things together during the move process I recommend www.MobilLogic.com It will let you set up your system the way you want to set it up and also gives you access to all types of e-mail reminders, security levels and allows you access to all of your info no matter where you are since your info is secure on your own part of the cloud. Scan or not as you choose. Check out the web site and review the three minute video for more information.
When the movers have been interviewed and hired, the communications consultants have helped you decide where to place all of the new lines and wireless devices and the new office furniture is on the way, its time to begin to declutter in earnest. Use your company’s records retention schedules to determine what types of documents to keep on site or off site at a Records Management Center, what to shred and what to toss. Be ruthless with yourself don’t stop until even the kitchen is clear of things that should have been tossed years ago! Really, who is going to display dirty holiday decorations? This process will help you have a more open and spacious new office and will help you use the square footage you are paying for to its maximum potential.
Move only what you will actually use at the new office. There are many types of places where you can donate used office furniture for tax write-offs, and others where you can sell it on consignment. Either way, release what you will not use!
When the move is complete and all are settled in their new spaces, make a note for yourself on your calendar to look back at the decision to move six months after your move date. Hopefully you and your employees will be pleased with the decision.