Moving an office from one location to another in Dubai is no small feat. Even when you hire office movers in Dubai, the overall process can be overwhelming if you don’t have a clear blueprint. There are numerous tasks to tackle to proceed with a smooth transition, from sorting out logistics to communicating with employees. Whether you are relocating to improve your business’s strategic positioning or accommodate a growing team, planning your office move in advance is unskippable.
So, this guide introduces you to a step-by-step timeline for planning an office relocation in Dubai. From the moment you decide to move to the final settlement – get everything covered here.
6+ Months Before the Relocation
The essence of a smooth office relocation in Dubai lies in starting early. According to the best office movers in Dubai, 6 months or even earlier will give you enough time so you don’t rush through any critical steps. For example, here’s what you need to focus on in the first 6 months.
1. Notify Employees Early
Begin with conveying the upcoming move to your team as soon as possible. After all, employees need time to adjust to the change. Also, keeping them informed early reduces anxiety. So, host a meeting or send out a formal communication about the relocation even before choosing your office movers Dubai companion.
Additionally, add the following points to your formal communication.
- Explain why the move is necessary.
- Also, provide a timeline for the move.
- Make sure to highlight any changes in the workspace that could impact employees.
You must address concerns and take feedback if necessary.
2. Create a Budget
Now, it’s time to determine how much the office movers and packers in Dubai will charge for the relocation. The overall cost of moving an office includes:
- Cost of office movers in Dubai.
- Occupancy costs
- Fire plan costs
- Cabling and IT equipment installation fees.
- New office interior design and execution fees.
- Disposal costs.
- Office renovation and fit-out costs.
- Insurance costs.
- Any hidden costs (like cleaning, storage for temporary periods, etc.).
Also, it’s smart to set aside a contingency amount (such as 15 to 20% of the overall budget) to cover any unforeseen expenses.
4 to 5 Months Before the Move
By now, your office relocation plan should be well underway. This is the time to make important decisions, hire the best office movers in Dubai, and start getting the essentials in place.
3. Hire a Commercial Real Estate Agent
Have you secured your new office space? If not, then it’s time you should start looking. And, a commercial real estate agent who specialises in Dubai can help you find a property that matches your requirements.
While selecting the new office location, you must consider the factors below:
- Proximity to clients
- Transport links
- Parking and the overall work environment.
4. Opt for Professional Office Movers Dubai
A successful office move isn’t possible without the interference of the competent office movers in Dubai. Fortunately, you will find numerous office movers and packers in Dubai and they can help with everything – from packing to setting up your new office.
Here’s how you can land on the best office movers in Dubai.
- Verify that the movers have experience with office relocations, especially in Dubai or the area where you are interested. Additionally, they must be comfortable with moving office furniture, IT equipment, electronics, and fragile belongings.
- On top of that, the Office Movers Dubai choice of yours should provide insurance to cover any potential damage to your items during the relocation.
- Also, don’t forget to check the availability of your selected movers and packers in Dubai on the scheduled date.
- Furthermore, pick the best movers in Dubai who can assist with packing services as well. After all, your sensitive office equipment requires special attention and extra care.
So, reach out to at least 5 moving companies in Dubai for quotes. Compare their prices, amenities, and reviews to work with the best office movers in Dubai.
5. Begin Decluttering
An office relocation in Dubai means a fresh start. So, it’s a perfect opportunity to get rid of unnecessary items. So, start decluttering your office by identifying paperwork, equipment, or furniture that no longer serves a purpose. Apart from lightening the load for everyone, this small step reduces the overall moving costs.
- Shred confidential papers. Moreover, recycle anything outdated.
- Donate or sell furniture you no longer need.
- Also, upgrade or recycle tech gadgets or electronics that are no longer useful.
Furthermore, encourage employees to also search their desks and personal spaces. So that they can get rid of things they don’t need anymore.
6. Plan for IT and Telecom Setup
Not to mention, technology is at the core of any enterprise. And, any significant downtime can affect your business operations and its reputation. Hence, it’s crucial to work with your IT team to develop a plan to set up phone lines, internet, and other technology systems at the new location.
- First of all, back up all company data before the office relocation in Dubai. Also, confirm that you have multiple copies of important documents to prevent data loss.
- Your new office’s internet connection and telephone lines should be set up in advance. So, you don’t lose productivity when you reach the new office. Contact internet providers early to schedule installation.
- In case you need to move your company servers then convey the information to your office movers in Dubai early. Thus, they will pack and transport the servers securely. This will ensure that the infrastructure is up and running as soon as you arrive at the new location.
Make sure that your IT team works closely with the packers and movers in Dubai while the relocation is on the move.
3 to 4 Months Before the Office Relocation in Dubai
With only a few months to go, you should shift the focus to get into the specifics of the big day. According to the best office movers in Dubai, here’s what you need to abide by.
7. Verify Lease Terms for the New Office
Have you finalised your new office lease yet? If not, then here are the guidelines you require:
- See if the lease duration is suitable for your company’s growth plans.
- Arrange security deposits if you haven’t done it.
- Also, ensure any renovations or changes to the new office are approved by Dubai Municipality.
Besides that, the paperwork including lease transfer or termination details for the old office is also in order.
8. Pay Attention to the Interior and Floor Plan for the New Office
Planning the layout of your new office should be initiated at this stage. Otherwise, it won’t be complete by the occupancy. Whether you are designing an open-plan layout or individual offices, consider aligning spaces according to your business needs.
- Focus on employee workstations or desks to maximise collaboration and productivity.
- In addition, design common areas like meeting rooms, kitchens, and break areas. Hire professional interior designers to optimise space.
- Plan where you can store files, supplies, and equipment. Don’t forget to design and implement server rooms.
Partner with an interior designer if you want the best results of an office relocation in Dubai in terms of enhanced aesthetics and productivity.
2 Months Before the Relocation
Hopefully, you have completed most of the major tasks associated with Office Movers Dubai. Let’s have a look at what’s still undone.
9. Communicate with Clients and Stakeholders
Informing your clients and other stakeholders is extremely important for your office relocation in Dubai. So, you must send a formal letter or email with the following details.
- Include the new office address in the formal letter. Also, you can insert the link to the location or map if you use an email.
- Additionally, let them know the transition date. Thus, they will be aware of the downtime if there is any.
- Ensure that you notify the changes in your phone numbers or email addresses.
Apart from that, you can set up an out-of-office message to inform your clients that you are currently in the process of moving and will get in touch as soon as the settlement is complete.
10. Pack and Label Everything
Start packing up everything in the office or else it will be too late to start. Here’s a tip from the best packers and movers in Dubai. After packing, label every box according to the department or person. This will make the unpacking process easier.
Be sure to pack all significant equipment and documents separately for easy access. In case you have hired professional Office Movers Dubai they will definitely assist with this process. However, you must supervise the process to reduce the risk of loss or damage. Alternatively, you can set up an office relocation team to make the transition hassle-free.
1 Month Before the Relocation
Almost everything has come together to make a seamless relocation a reality. Make sure you remind your office movers in Dubai. However, you might have missed a few tasks, including:
11. Inform the Building Management
Allow both your old and new building management to know about your moving dates. So, they can help with logistics, like access to elevators and parking. Also, you might need particular approvals or documentation for the relocation.
12. Set Up IT Equipment in the New Office
All tech systems should be installed and functioning in your new office. In addition, test the phone lines, internet, and other network equipment to avoid interruptions when your team arrives.
13. Assign Tasks to Staff
State roles and responsibilities for employees to make the transition smooth. For example, they can help clear out their workstations or pack up their belongings.
Day of the Office Relocation in Dubai
Here comes the day you have been planning and waiting for. Put everything into action while the Office Movers Dubai company handles the rest.
14. Give it a Final Walkthrough
Have your project manager on-site to monitor the office relocation in Dubai. Also, stay close to the office movers and packers in Dubai you have settled for. Before you permanently move on to the new space, conduct a final walkthrough to check whether everything has been packed and moved properly.
Ensure that you don’t miss anything at the old place. Also, it’s better to catch any issues early before they escalate.
Post-Move
After the relocation is complete, it’s time to make the new office feel like home. Additionally, you need to execute some formalities.
15. Update Company Information
Have you changed the company’s address on the website or other signage? Make sure you do that as soon as you complete the office relocation in Dubai.
16. Assess the Office Move
What could have been done better? Identify the ups and downs of this relocation and use this as a learning opportunity. Share your lessons with fellow businesses.
Celebrate the Move…
No stress, any longer! You have successfully completed all the steps with your team and the best office movers in Dubai. Now, it’s time to host a welcome event for your team. Host a small gathering and make your team feel special.
