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3 key considerations when moving office

You’ve spent months—perhaps even years—scouting out locations to find the perfect place to move your business’ base. You might be relieved to have finally settled on a shiny new office, but the hard part is far from over.

The actual, physical move from your old office to the new will require a large amount of planning in preparation and skill in execution. To do it, you need to consider the following factors.

Loading the removal van safely

Understandably, many businesses choose to hire vans of their own when they move offices. Packing up your fixtures and driving them across town, city, or country to their new home may seem like one of those things that is best done yourself.

If you do choose to go it alone, van-wise, loading the removal van in a safe way should be your top priority. As removals firm AnyVan point out in a guide on how to load a van safely, loading a van “requires a little more thought than simply deploying your Tetris skills and driving off.”

Rather than cramming things into a van in any way possible, safe van-loading has many layers to it. First, you need to discern the weight of all the items you are transporting. Heavy items should always be placed at the bottom of the van to stop them causing damage if they fall, either in transit, or when the door is opened at the other end of the journey.

Other safe loading tips include spreading the weight of the load evenly across the van to stop things from moving around on the go, and securing items to the sides or bottom of the van to ensure no cargo slides out of place during the journey.

This process can be complicated and fraught with difficulty, so when it comes to expensive and heavy office equipment, it might be best to leave it to the professionals.

Erasing old data from computers

In all likelihood, you will get rid of at least one computer during your office move. Environmental waste removal company EnviroWaste collected over 500 computers and laptopsfrom office clearances in London alone last year. That’s just one company in just one city. Clearly, computer disposal is a big part of moving offices for many businesses.

Shredding classified information is a given, but destroying digital data is actually just as important, if not more so. Even if the computers you are leaving behind no longer work, their hard drives are likely to be functional, and therefore still harbouring sensitive information about your company and clients.

One office clearance company note that the importance of digital data destruction during an office move by pointing out that, even a hard drive in a broken computer is like “a filing cabinet that contains bank details, medical records or any other personal information.” Criminals know this, and many of them search for binned or second hand computers in the hopes of finding and stealing private data and financial information from them.

There are several ways you can remove data from hard drives. You can simply overwrite the hard drives with new, non-sensitive information. Alternatively, you could smash them with a hammer. This should be done with caution; the chemicals a smashed hard drive gives off can be extremely harmful. Perhaps the most effective way to do this is to use a degausser. A degausser is a machine designed especially to erase the contents of hard drives using magnetic fields.

Planning your new office layout

Finding the perfect office is one thing, but when your removal van pulls up at the front door, you will need to know exactly where you are putting all of your office furniture before you unload. If you don’t, you will just have to leave everything in a heap on the floor, or improvise a quick arrangement, and spend time figuring out where desks, chairs, shelving and other fixtures should go at a later date. Unfortunately, this will lead to unwanted delays to work’s recommencement.

To avoid this, spend a little time planning the new office layout before you make the move. Though there can be no definitive rules for designing an office layout, it might be an idea to take a cue from some of the most successful businesses around at the moment. Google, for example, makes sure all employees are never more than 150 feet from food at all times. The Steve Jobs-designed Pixar building encourages employees to walk around their offices and have spontaneous encounters to aid collaborative idea generation.

A new theory, claiming to be based on science, says it’s less about the arrangement of furniture in an office, and more about arranging people. Seating speedier employees alongside slow-working perfectionists can help bring the best out of both of types of worker.

However you choose to arrange your new office, there is a lot to think about before you do so. Make sure your plan is ready before you make the move.

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