Moving an office or preparing a company relocation is undoubtedly a complex and tedious process that requires careful planning and preparation to ensure a smooth transition. Below are 7 important considerations and a checklist for moving an office moving and relocation in Hong Kong.
1). Compare and choose a suitable office moving company
There are numerous moving companies/ relocation companies in the market, but not all of them specialise in office or providing corporate relocation services. It is important to select a professional team with extensive experience in office moving with IT relocation to ensure a smooth process. So, it is highly recommended to choose a moving company that understands the specific requirements and procedures involved in moving office.
In addition to comparing costs, it is also recommended to evaluate the range of moving services offered by the moving company, such as handling old furniture and commercial documents, document destruction, private document storage, warehousing services, heavy lifting for appliances, and mobile storage solutions.
2). Plan a detailed company relocation timeline
Moving an office requires more time and preparation compared to residential moves. It is essential to plan ahead and create a timeline to ensure a smooth transition. Here are some timeline considerations:
▶ Choose an auspicious moving date: Select a favorable date for the office move, considering the cultural significance and potential impact on the company's future development and employees' well-being. This may include auspicious dates based on feng shui principles. (Learn more: 2023 auspicious moving dates in Hong Kong)
▶ One month before: Notify telecommunication and internet service providers in advance to arrange for phone line transfers or installations in the new office space.
▶ Three weeks before: Schedule a meeting with the moving company at least three weeks in advance for a detailed assessment and quotation. Start decluttering and organising the office, determining which items need to be transported to the new space and which can be donated or disposed of. Label and categorize all items to facilitate the moving company's handling.
▶ Two weeks before: Inform the property management of both the old and new office spaces about the moving date to coordinate elevator usage and other related property management arrangements.
▶ One week before: Communicate with different departments and assign colleagues to be present at the old and new office spaces during the moving process. They can assist the moving company and provide guidance on item placement to ensure a safe and orderly office relocation. Address any concerns or issues immediately with the moving company to avoid future disputes.
3). Insurance and compensation
Office relocation involves dismantling and installing a significant amount of electronic equipment, such as computers, Wi-Fi routers, conference room devices and more. Insurance and compensation are crucial to safeguard the company's assets and interests during the IT relocation process.
▶ Moving company insurance: When obtaining quotations from moving companies, ensure that the service package includes adequate insurance coverage, such as cargo transportation insurance. Request proof of insurance to ensure sufficient coverage for any loss or damage to company property during transportation.
▶ Property insurance: Consider purchasing additional property insurance to provide comprehensive compensation coverage for any potential losses during the move. This can include coverage for office equipment, computers, and documents.
▶ Compensation agreement: Before signing a contract with the moving company, carefully review the compensation agreement to clearly understand the allocation of responsibilities and compensation terms during the office move. If there are any unclear points, communicate with the moving company to ensure that all concerns are addressed.
4). Handling and disposal of waste
Starting from August 1, 2024, the Municipal Solid Waste Charging Scheme (MSW Charging) will be implemented in Hong Kong, charging for waste disposal based on the "polluter pays" principle. When moving an office, a significant amount of waste is generated. Therefore, companies should purchase designated garbage bags in advance. For large items that cannot be placed in these bags, such as office desks, bookcases, or storage cabinets, arrangements should be made with the moving company to transport them to designated disposal locations, such as public garbage collection points or Environmental Protection Department waste stations. Additionally, each waste item should be labeled with a designated sticker (available for purchase at supermarkets or convenience stores) for proper fee calculation.
In addition to bag-based charging, companies can also consider weight-based charging options, where fees are calculated based on the weight of disposed items at landfills or waste transfer stations, which may result in lower costs. To further reduce waste disposal fees and project a socially responsible image, businesses can make use of community recycling networks to donate recyclable items.
5). Equipment & IT Relocation
During the process of office relocation or moving, it is inevitable to disassemble and reinstall office IT devices & equipment. This includes telephone line connections, business internet, printer installations, and computer system setups, among others.
▶ Data Backup: It is crucial to ensure proper backup of business data when moving offices. During the office relocation, electronic equipment may encounter accidents leading to data loss. Therefore, data backup is a vital preparatory measure to protect important data. Companies can choose suitable backup methods such as external storage devices, cloud storage services, or network storage devices based on their needs and budget.
▶ Telephone Line Connections: Prior to office relocation, it is important to contact your telecommunication provider to arrange the transfer or reconnection of telephone lines. In addition to providing the detailed address of the new office, companies also need to confirm the number of telephone lines and extension features required by the telecommunication provider to ensure sufficient phone sockets and network connection points in the new office.
▶ Business Broadband Connection: Similar to telephone line connections, companies need to contact the broadband service provider to arrange the transfer or reinstallation of office internet. It is important to know the wireless network coverage of the new office in advance and test all network connections before the office move to ensure they are functioning properly.
▶ Printer Installation: When preparing for office relocation, companies should ensure proper packaging and labeling of printers. Upon arrival at the new office, suitable locations can be identified for placing the printers. Based on the printer model and brand, the printers can be connected to computers or private networks according to the respective installation guidelines.
▶ Computer Reset and System Installation: After completing the office move, computer equipment may fail to connect to the business private network and require assistance from service providers to install computer systems. This includes installing necessary software and applications, configuring network settings and enterprise firewalls, ensuring the proper functioning of computer equipment.
▶ Server Room Setup: If there is a server room in the office, companies need to coordinate with the network service provider for the necessary server room setup and cabling work, such as server rack installation, cooling system setup, network cabling, and firewall configuration. This ensures that the server room environment is well-maintained and guarantees stable operations of servers in the new office.
To ensure a smooth transition, businesses can consider hiring professional IT relocation providers to assist with these complex IT tasks. HKT is the leading enterprise solutions provider with extensive experience and expertise in providing office equipment and IT relocation solutions in Hong Kong over the years, ensuring a seamless and worry-free office relocation process.
6). Updating Business Registration Address
Once the new office address is confirmed, it is crucial for businesses to promptly update the relevant business registration documents. This includes the company registration certificate, business license, and other related business documents. The process of updating these documents can be complex, so it is advisable for businesses to prepare the necessary paperwork in advance and familiarize themselves with the application procedures.
In addition to updating the business registration documents, it is essential to notify other relevant institutions and partners to ensure they have the updated address information. These institutions and partners may include banks, service providers, commercial clients, partners, and mail service providers, among others. Notifying them is vital to ensure timely receipt of important information and to avoid any unnecessary delays or errors.
Learn More: Change of Business Registration Particulars
7). Coordinating Employee Packing Belongings
In addition to company assets, it is essential to consider the protection of employees' personal belongings during office relocation. This ensures that items are not damaged or lost during the moving process. Therefore, businesses should proactively coordinate and guide employees on how to pack and organize their belongings.
▶ Use appropriate packaging materials: For fragile items such as cups, glassware, etc., it is important to use bubble wrap or newspaper for added protection against collisions and damage. For general items like documents, office supplies, and other small objects, place them neatly in cardboard boxes.
▶ Label the boxes: To facilitate easy identification and retrieval of personal belongings after the office move, each box should be clearly labeled with the employee's name and relevant information. This enables employees to locate and reclaim their items more efficiently.
▶ Provide employee guidance: Businesses should offer guidance and training to employees on how to properly pack and protect their belongings. This ensures employees understand the correct methods to minimize the risk of damage or loss.
▶ Prepare packing materials: Businesses should proactively provide necessary packaging materials such as cardboard boxes, newspaper, bubble wrap, etc., along with any required tools and equipment. This ensures employees have ample resources to complete their packing and organizing tasks.
Learn More: 5 Practical Packing Tips for a Smooth Office Relocation
HKT Smart Office Solutions for Office Relocation
Seeking external assistance is a wise choice, especially when dealing with various aspects of office relocation. HKT Smart Office Solutions cover a wide range of services, including telephone communication, broadband internet, installation and procurement of office electronic equipment (such as computers, printers, and telephones), digital signage, smart meeting rooms, as well as cloud server management and backup. Whatever IT support your business needs, HKT can provide comprehensive solutions to help you effortlessly address IT-related issues after office relocation.