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Besides a very impressive list of tasks to accomplish before the move, there is also the human capital (your employees) which also deserves to be taken into consideration if we want to limit all the stress inherent in the ordeal of the move and some of its collateral damage.
Movers Packers Dubai has established for you a schedule of all the key steps to be carried out and gives you some tips to change premises with confidence without forgetting anything.
What you will learn in this article:
- The right questions to ask yourself before moving
- Tips for communicating upstream with your employees
- How to find new premises, negotiate and sign the lease
- How to make a good specification and find a moving manager
- Compare the quotes of the movers and pack your boxes
- Change your address to stakeholders
- Take an inventory of your computer equipment and internet transfer
- Choose your house or office furniture and decoration
- Make your old house or office work smoothly
- Before moving, you must ask yourself questions
The first question that must be asked is undoubtedly the reason for the move. This is also an important avenue for establishing the preparation schedule for this move. The more we assume and become aware of the real motivation for this move, the better we can organize it and establish harmonious specifications in relation to these transfer offices and apartments with the help of professional movers and packers in Dubai. While it seems normal that a move to larger premises will not go the same way as a move to smaller premises, it is also evident that a move motivated by a merger will not proceed from the beginning. same way as a move motivated by too high loads. Each move deserves to be questioned, probed to better understand how it can become a driving force and an opportunity for development for the company and apartment.
Professional Movers and Packers Inform and communicate to its employees about the move
Once the decision is made and assumed, it is important to inform your employees as quickly as possible and to communicate about this event within the company so that no one is caught off guard and that everyone has time to prepare. This transfer and to organize (materially and psychologically) the relocation of his department or team of professional movers and packers in Sharjah.
A move can really boost dynamism and be a driving force for an entire company, but it can also be a source of apprehension and conflict between employees if it is poorly organized.
This human component is as important as the logistics aspect in any business and apartment in UAE move.
Several methods can be implemented to reassure and involve employees in the move: an organized visit to the new premises, a solicitation by competition for ideas, positive communication with the company's customers, surveys to gather opinions of its employees, a suggestion box for new house or office with the help of professional office movers and packers in Dubai, etc.
What is important, and whatever the motivation for the move, is to make it a real positive turning point and well accepted by all.
Respect the notice of the commercial lease of the current premises
For the premises you currently occupy, you have signed a commercial lease with a fixed notice period, generally 6 months from the time you occupied the professional premises.
You must therefore notify your lessor by registered letter or by the bailiff at least 6 months before the desired date for the transfer of the business and apartment in UAE. This shipment is an important decision-making act because it is final, and the company has until this term of 6 months to organize its move and remain legal.
If you have a contract with a notice period of more than 6 months, it is also important to respect this contract to avoid unnecessary administrative complications in this already hectic period. If you are the anxious type, you can also find a new location before terminating the lease, but you may not be able to commit until you terminate the previous lease.
If you have not signed a lease (sublease or contract for the provision of services), this step will be much shorter.
If Find Professional Office House Movers and Packers in UAE
To find larger houses or offices, cheap movers and packers in Dubai, Sharjah, and Abu Dhabi or in a strategic location, several methods are available to you depending on your particular case:
- You can advertise on a specialized site
- You can use the services of a specialized agency
- You can use your professional network (an entrepreneur friend leaves their house or office s for example) or your entourage
- You can browse for professional lease announcements in newspapers
- It is above all the precision and the correct definition of your needs and your criteria that will allow you to better target the right communication media and to be more efficient in your research. If you are unsure of a geographical location, do not hesitate to ask your employees and customers for their opinion, this can sometimes avoid certain pitfalls that we ourselves had not thought of.
- Estimating a budget is also a determining factor, especially in large cities where certain neighborhoods may have prohibitive prices. So, take out your calculator and establish an estimated budget! Other things like accessibility, security or configuration can also play a big role in your business and apartment in UAE and allow you to eliminate and sort different offers more quickly.
- Once you have a selection of ten possible locations, visit the different premises as a group, ask all the rigorous questions and come up with a short-list of 3 or 4 premises that best meet your criteria. This will make it easier to compare and proceed by elimination to find the ideal room suited to your needs.
- In addition to this, you need to know more about it and also if you find these areas of Dubai.
Negotiation, signing of the lease, and any work
Once you have chosen the premises that best meet your needs, you will need to enter a negotiation phase with the lessor until the lease is signed. This negotiation phase is important because it makes it possible to verify that the two parties are fulfilling their legal obligations and respecting all the clauses of the contract with the local movers in Dubai.
Certain parts of the contract cannot be negotiated, such as the duration of the lease (1 years / 2 years / 5 years as a rule), the need for an inventory of entry and exit, or the distribution of charges while 'others can be negotiated like:
- The rent
- Payment due
- The security deposit
- Exclusivity or non-competition clauses
- Work to be carried out by the tenant
- Assignment of the lease
- Termination of the lease
Once the negotiation is completed, and the clauses have been validated, it is the moment of signing the commercial lease which marks an important step (both psychologically and logistically) for the company.
This is when it is imperative to communicate as quickly as possible to your employees. No need to organize a big party in the company (unless these new premises are part of a marketing and visual communication strategy) but it is important to communicate with your teams to avoid that employees remain in a blurry in-between and not very productive.
Finally, you can also decide to carry out restructuring or compliance work before welcoming your employees, it is then necessary to carefully plan these so that they are properly completed when the employees move into the workplace. The specifications, the detailed schedule of operations
Once the lease is signed, a milestone is reached, and it will be necessary to plan and organize the move very concretely according to a specific date. To do this, meticulous specifications with a detailed planning calendar allow better control of the progress of the move and avoid oversights and accidents which are a source of stress and discontent.
The times recommended for the different tasks vary according to the size of the company, of course, but the sequence of tasks remains essentially the same. Once the current premises are under notice and the new premises reserved by contract, it is indeed possible to plan all the tasks and organize all the activities related to this move.
To establish an efficient schedule of operations, you can either draw up a retro-planning of all the tasks by classifying them from the one (s) that require (s) the longest organizational time to the one (s) that you can do the day before the move for example.
You can also make a thematic classification of your activities and then define a chronological schedule for each group of activities: administrative, logistics, human, the move itself, etc.
The most important thing is to define your organization well and above all to stick to it.
Coordinated work thanks to the moving manager
In order to properly coordinate all logistics operations at a company level, it is preferable to designate a relocation manager by department or by the team who will be both a coordinator and a reporter to the company manager (or the person in charge of operations).
In this way, it will be easier for this responsible person to coordinate all operations in a harmonious manner and to follow the progress of the operations schedule.
Delays can occur but it is important that the person in charge remains in control of the situation and can readjust and make time for an unforeseen setback. Having a manager per team makes it possible to lighten everyone's workload and at the same time to make each team responsible for this move.
Compare quotes from movers
Thanks to the specifications and the schedule of operations, you can estimate the workload, plan all your activities, and finally schedule the D-day.
Once you have fixed the date by allowing a small margin for any delays, you will be able to request quotes for the transport of your goods. Do not hesitate to ask for several from different moving companies.
Compare prices considering the different options, services, and insurance offered by these companies. Do not hesitate to contact them by phone if in doubt about a specific question.
Once you have chosen the provider, make sure by blocking the date and reserving the vehicle and the airspace needed to transport your goods. Pay attention to the choice of the day and choose according to your route and the areas to cross and the usual traffic.
If you are moving within a large city, check with City Hall about major popular events to avoid planning your move during chaos or too large a crowd. Depending on the options chosen, the mover can of course take care of all these tasks.
If you have a small budget and a small team, it is of course possible to carry out your house or office move alone by renting a suitable truck and mobilizing your employees!
Preparation and labeling of boxes
Before packing, it can be useful to sort through your papers and files and get rid of anything that is not necessary for the good continuation of the activity.
Likewise, in relation to furniture, a move can be an opportunity to get rid of non-functional furniture that has become obsolete. You can give them to associations or offer them to your employees who need them, this will allow you to lighten up and move lighter, with only what you really need.
Once this sorting work is done, start by packing the files, materials, and other items that you do not use daily, keep only what you will pack at the last minute the day before the move.
Remember to clearly identify your boxes by affixing your name and the precise contents of the box so that the movers can properly dispatch all boxes without delay on moving day.
Change of address and update of your documents.
As soon as you have a new professional address, declare it to the French administrations as well as to all your partners, customers and service providers by simple mail or email. Also, update your website.
Gradually, you will also have to change the address on all your official documents. You can take advantage of this move to review the design of your communication visual or on the contrary prefer the continuity of form in a period already busy with changes.
Try to organize this change gradually by letting your current document stocks naturally run out to ensure a smooth transition and be ready to print new documents in the weeks leading up to your actual house or office move.
Inventory of computer equipment and Internet transfer
Computer equipment and Internet data are often the strategic part of the company and the ones that will be moved at the last minute. This is the reason why it is recommended to take care of it and do everything possible to ensure its transfer safely and without taking too many risks.
Logistically, this move will likely take place in the last few days before the move to disrupt the productivity of the business and apartment in UAE as little as possible.
Start by making an accurate inventory of all computer equipment, and carefully label the different devices to know which employee or provider it belongs to. Entrust disconnections and reconnections to qualified professionals who are familiar with the security rules so as not to lose data during the transfer, especially for servers if you have them in your company.
Before moving all your equipment from one room to another, make sure that the Internet network of the new space is well-sized for the needs of the company, that it is functioning correctly and that it can ensure the security and the confidentiality of all your transferred data.
The ideal is an IT service interruption of no more than a day.
Clean up its old premises
You will have to wait until your premises are empty the day after the move to organize a thorough cleaning of these premises and carry out an effective exit inventory.
You can of course entrust the cleaning of the premises to your usual cleaning employees, but it is preferable to entrust this task to cleaning companies equipped with high-performance professional moving equipment and who are familiar with the standards of restitution of professional premises as well as the security rules.
This will save you a lot of disappointments and allow you to concentrate better on the move-in phase.
Cleaning companies offer very different services that range from simple cleaning to DIY and repair work. Again, do not hesitate to contact several to compare prices.
Choose your house or office furniture movers and packers.
A change of premises can also be an opportunity to optimize the layout of your house or office with the help of furniture movers and packers in Abu Dhabi.
You got rid of unnecessary objects and files, obsolete or unsuitable furniture, now is the time to find other better suited or more practical in the new configuration of your company house or office.
Choose your furniture according to your specific needs, but do not hesitate to change your style to give this move additional dynamism and to revitalize the working environment of all your employees. Do not hesitate to consult our article dedicated to the choice of house or office furniture.
You can consult them or hire an interior designer (we can help you with this at Movers Packers Dubai). Leaving a place where you have spent time and to which you are sometimes attached will be easier if the new work environment is attractive and welcoming. Doing well on the big day: our advice
If you have respected the schedule of operations, D-Day will be just a formality, a simple movement from point A to point B.
If the boxes have been properly labeled, the movers will only have to dispatch them on arrival according to the instructions on these boxes. If you do not want to disrupt the activity of the company, it is preferable to organize the move during the weekend or to devote an evening and a morning to it so as not to slow down or disrupt the smooth running of the company.
Finally, it is advisable during the days following the move to set up a help unit to resolve all the small post-move problems such as a phone that no longer works, a computer that does not connect to the network, or even boxes that have not reached their recipient. This will make it possible to centralize the dysfunctions and resolve them more easily and efficiently.
Enhance your premises with a decoration
Once the transfer of furniture, files, and other essentials is complete, it is important to put a little finishing touches on this move.
Numerous modern functional objects allow you to brighten up your house or office s and bring pep to your new premises and welcome your employees to the new address with dignity. Do not hesitate to abuse it to seduce your employees and make them aware of the change. For this task, do not hesitate to consult the catalog of Movers Packers Dubai.
Your employees will appreciate all these dynamic efforts and will reward you with higher productivity, so it is a very interesting and profitable investment!
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