Moving your company headquarters in Chicago is stressful. Not only do you have to worry about furniture, employees, new office supplies, designing a floor plan, and more, but you also have to think about IT relocation in Chicago. Picture this: employees carrying monitors, cabling, and expensive audio/video equipment down the stairs, to their cars (where they may not be packed correctly), and then driving down interstates, highways, and over plenty of potholes to get to the new office.
Would you trust your employees with your IT systems?
If you do, that’s great. But sometimes it’s best to leave some things to the professionals. Here are four steps you should take (and one step to leave to the experts) when it comes to your office move.
1. Take a Close Look at Your Lease
Step number one when planning an office move is to know where you stand. Most likely your lease is nearly up. But if it’s not and there’s another reason for moving, you need to be very clear on where you stand with your lease. Are you responsible for the rest of the rent? Can you break the lease?
Even if you’re not breaking your lease in order to leave, it’s still very important that you understand where you stand when it comes to moving out. Are you responsible for damages? Does the office need to be spick and span when you leave or is the landlord hiring a professional cleaning company?
When it comes to IT relocation in Chicago, it’s important to know where you stand in terms of your lease before you jump in and start to move. It’s best to go over it several times before completing steps two and three.
2. Create a Plan
Before you bring in your moving team, it’s best to create a plan of action. How do you want this to work? Who’s in charge of supervising and organizing set up in the new office? Where will you store any excess furniture until the office is completely ready? Who’s in charge of organizing employees?
Creating a plan is a great way to prepare yourself for anything that could go wrong when moving into a new office. Remember the saying, prepare for the worst, hope for the best? It’s a great approach to take to your office move. The more you prepare, the easier it will be to handle unexpected situations.
Your plan should include team member roles, numbers and names of moving companies and the new landlord, required tasks, and deadlines. Include the floor design of your new office in your moving plan. The last thing you need is for furniture to be in the wrong spot or employees getting lost (if it’s a particularly large office).
Discuss IT relocation in Chicago in your plan. Who’s in charge of that? Are you hiring a company to help you move, or just to install it?
3. Prep Your Team
Now that you have your plan figured out, it’s time to prep your team. Make sure that everyone understands their role, responsibilities, and who they’re in charge of. Give them time to meet with their team members and get everyone prepared.
One of the most important parts of prepping your team is group communication. Everyone should know who’s in charge of what and have a copy of the moving plan and floor plan of the new office. Great group communication can avoid many problems and allow for productive teamwork.
If you’re using an outside company for your IT relocation in Chicago, make sure that all team members are aware of who they are and who to contact if there are any issues.
4. Take Care of the Little Things
So often a move is delayed, or a little less smooth due to the little things. For example, if the team leader forgot to order access cards and keys ahead of time or there was a miscommunication with the landlord who is now late, now you’re stuck outside your building waiting for keys. Situations like this one aren’t the end of the world, but it does add stress to a day that is already stressful.
To avoid problems, make sure you take care of the little things before you move. This can include ordering keys and access cards for all employees, transferring utilities, and changing the address of the company on your website. If employees need parking passes, order those ahead of time as well and hand them out as employees leave for the new office. Otherwise, you could have a big delay as employees struggle to find parking at the new workspace.
It’s really important to remember the little things when setting up your IT system. Chicago can have some very cold weather over the winter and relatively hot weather in the warmer months. If you aren’t paying for utilities in your new office yet, then you could risk delaying your IT relocation in Chicago. Most servers need to operate at room temperature and cannot withstand extreme cold or heat.
5. Let Medlin Take Care of the Rest
You have a lot going on when it comes to moving day. Between organizing employees, moving companies, and setting up the new office, the last thing you want to deal with is IT relocation in Chicago as well. IT relocation involves very expensive equipment and data that could be impossible to replace if damaged.
IT relocation is best left to the professionals. With MedlinMove, not only will Medlin Communications pack up and transport all of your IT equipment, but we’ll also install it in the new location. That way, the only thing you have to do on moving day is flip a switch- your office is ready to go.
As an all-in-one systems integrator, Medlin won’t just take care of your IT, but your security, phone, and A/V installation as well. We’re truly a one-stop shop to guarantee you a (mostly) stress-free move.
Are you going through IT relocation in Chicago? We know the Chicago area like the back of our hand. After all, we’ve been working here since 1986.