As a business evolves, it’s normal for teams to grow and for your office space needs to change. It’s natural that your business will move offices at least once in its life for one reason or another. Whatever the reason for your relocation, and however near or far the new office space, it’s important to take steps to ensure that the move is secure and that all aspects of business data are protected at all stages of the process. These are our tips on how to arrange a secure office relocation, from the initial planning stages to final execution.

Planning is key

The first, and arguably most important, stage in arranging a secure office relocation is the planning. Chances are, you will already have decided where you’re moving, but you’ll assess how long the move will take to establish your move date, as well as assigning responsibility to your staff during the move. Documenting processes and creating checklists at this stage can be useful in terms of ensuring efficiency during the office move.

Create an inventory

In order that no IT equipment gets forgotten, misplaced or left behind, it’s important to create an inventory of all devices before the move. Not only does this account for everything and help you assess the scale of your move, it can also be used to document which devices will be moving with you.  It can also be useful to document the nature of the data on each device and decide the appropriate data erasure methods and IT asset disposal steps for any devices that are to be resold or recycled, rather than moving these to the new office location. You should compare this pre-move inventory to one you complete once the office relocation has been completed to ensure that everything is accounted for.

Use GPS tracked vehicles

It’s vital that you take steps to protect your IT assets, and business data, at all stages of the move, including transportation. Using GPS tracked vehicles, with staff that are fully trained and vetted to ensure the protection of your assets from the moment they leave your old office space to the moment they arrive at your new location, you should be able to track each individual IT asset on its journey to the new location.

Focus on communication

Communication is key in any business move, but it’s important to extend this communication beyond the realms of your employees when you’re moving offices. Clear, regular communication with everyone involved in the process to keep all parties informed and up to date can help the move run smoothly and minimise the potential for any risk. Keeping a written record of all communications is also beneficial in case of staff absenteeism.

Use a reliable IT relocation service

While it is possible to complete a secure office relocation alone, enlisting the help of a trustworthy office relocation vendor is a worthwhile investment. This vendor will assist you in the assessment of evaluating the safety of any potential new locations, as well as planning the logistics of the move and helping with the setup of your equipment post move. A third party relocation service can also minimise any disruption to the everyday functioning of your business as the move can be executed outside of business hours.

Whatever the scale of your office relocation, it’s important that you comply with relevant regulation and guidelines. From GDPR compliance to adherence to the WEEE Directive, your office relocation should be executed with business data and environmental protection in mind.

With over 22 years of experience in the IT industry, EOL IT Services have assisted a vast number of different businesses in office relocations. As the UK’s most accredited ITAD supplier, we also possess the skills, accreditations and experience to handle our clients’ data with the care they deserve, and to dispose of these responsibility and securely.

Contact us today on 0845 600 4696 or visit https://www.eolitservices.co.uk/services/it-de-commissioning-and-it-relocation-services/ to find out how we can assist you in arrange a secure office relocation.

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