Relocating your office is a task that requires a lot of planning and organization. While you can take care of packing, transport, and storage easily enough, by simply hiring Bluebell Relocation Services NJ to do it for you, office relocation paperwork is another matter. You don’t really want to let anyone else take care of that for you. That is something that you need to do on your own. If your business relies on having many papers around, you might want to sort them all out before actually relocating. This article is going to provide you with some recommendations on how to best handle this process.
What do you need to know about office relocation paperwork?
Here are the most important things to note:
- Understand your current document situation
- Office relocation paperwork – Organizing
- Are all the documents necessary?
- Devote some space for your office paperwork in your new office
- How sensitive are your documents?
- Commit some resources for maintaining your paper files
Understand your current document situation
Before you can do anything, you need to properly understand the situation you’re in. You need to figure out the interconnections within your document system, at first. Before you start packing them, you need to know which documents depend on one another. That way you can pack them together and create an even better document system while you’re at it! If you don’t really want to pack all that stuff on your own, you can hire Hoboken movers to do it for you. If you do so, you can focus your time and energy on other tasks. And there will be plenty in the office relocation process.
Office relocation paperwork – Organizing
Once you have a firm grasp on your situation and needs, it is time to organize everything. If you have a lot to do, consider delegating some of the work to a trusted employee. Of course, you will be handling the most sensitive documentation on your own. You may need some of the documents while in transit but you can safely send some of your archived ones via eviction movers NJ, ahead of time. This part is all about figuring out the least amount of papers that you can do business with, in the transition period. The goal here is to organize everything so you can pack as many documents as possible, as soon as possible.
Are all the documents necessary?
While organizing, you will need to take a long hard look at which documents are actually necessary. If some of those papers can be put into an electronic format, why not do it at this point? There will also be a lot of papers that you simply do not need anymore. Those will be the food for the office shredder. The best way to organize your new office after moving is to have the fewest number of obsolete items. Not only will they take up space, but they will also inflate your moving costs, as well.
Devote some space for your office paperwork in your new office
The best time to put papers in their proper place is when you are moving into a new office. You can devote space for the documentation, ahead of time, and make sure that it is exactly where you want it. Most of the time, paperwork tends to simply “flow” through the office. If you set aside space for it, it will be much easier for everyone to know where the papers need to go. While you are doing this, try to make it as easy as possible to store and retrieve items.
While you are doing this, you might want to try and optimize your office organization, as well. You will not have a better time for it than before relocating. This is the time to try and enhance your workflow and the office “feeling”. Gather some ideas from your co-workers and see what you can fit in the new space.
How sensitive are your documents?
If you have documents that are absolutely critical to your operations, you might want to further protect them. By protecting them, we mean create copies and backups. You should also carry those documents with you and not put them in a moving truck with the rest of your office equipment. Especially those papers that you might need at a moment’s notice.
The truth is, even with the best plan and the best moving company, accidents can still happen. What you need to do is to make sure that whatever happens, you are going to be fine. Even if some documents end up missing, you always need to have a backup. You may want to entrust an employee to back up most of your really sensitive documents before you relocate. Of course, you will be dealing with the most sensitive ones.
Commit some resources for maintaining your paper files
Paper records require resources to properly handle. If you want to make the transition as seamless as possible, you will need to devote some effort and space to them. First of all, someone will need to sort out all those documents, possibly assess and refile them, as well as do the packing and unpacking.
You will also need physical space to keep all those files. All of this might drive you to actually reconsider your document situation. The simple fact of the matter is that most businesses nowadays can do without a lot of their documentation. Yes, some documents are required for compliance, nothing you can do about those. However, most other documents can be streamlined or scanned and kept in clouds or external hard drives.
One external hard drive can hold multiple offices worth of documents and have space for music, as well! Think about what you can do with space you will free up, that is always a good motivator! Also, your employees and yourself will have more time to spend on different business matters. Your office will also be greener.