Moving an office is easier said than done, and there are certain things you should know and do ahead of time
Office Moving Checklist
Moving your office is a significant decision. It can be stressful and time-consuming. Here are some tips to help make your office relocation as seamless as possible:
- Start early! Get organized about six months before your office move. Start by researching your move, engaging in conversations with your moving company, and gathering everything you'll need in advance.
- Create a floor plan. Decide where you'll move your desks, chairs, and other equipment.
- Choose new furniture. Create a floor plan and make a list of the furniture you need. Then, start looking and researching.
- Create a moving plan. Decide how you pack and transport your electronics, furniture, and other valuables.
- Document your move. Create a detailed list of the items you're moving and where you've placed them.
- Order moving supplies: order packing tape, boxes, and more.
- Label boxes. Write the things that go in each box.
- Set up your temporary office. Set aside some furniture for your employees to use temporarily.
- Unpack and set up your permanent office. Then, move everything into your new office.
- Reconnect your phones and computers. Set up your phone and computer cables when you set up your permanent office.
- Dispose of unwanted items. For example, remove any old furniture and equipment you no longer need.
- Keep records. Keep a detailed record of everything you're moving.
- Use packing tips. Use packing tips to keep your items safe during transport.
- Use temporary storage solutions. Set up some quick storage solutions, such as self-storage units or self-storage pods, to keep your things safe during your office
Dos and Don'ts of office moving in 2023
Do's during an office move.
When moving your office, taking the necessary steps to minimize the impact on your employees and your business is essential.
- Notify your employees that your office is moving. Since your employees will likely be out of the office for a few days after moving, it's a good idea to give them a heads-up. Please provide them with as much information as possible, from your tentative timetable to key contacts.
- Keep your employees in the loop. Your employees may be apprehensive about moving to a new office, especially if it's far away. Please provide them with a map, or show them pictures of the new space.
- Maintain confidentiality when moving files. Moving files to a new office can sometimes cause hiccups. For example, some employees might accidentally delete files or stop working on essential documents. Because of this, it's vital to maintain confidentiality when moving files.
Don'ts during an office move
The office move becomes less common as the workplace becomes more agile and flexible. However, office workers must still be mindful of moving days (and moving days), particularly regarding security.
Here are a few tips for optimizing your office move.
- Don't rush it: Office moves are complex, and running them can significantly increase the possibility of being displaced. Make sure to get everything in order ahead of time, especially if you're working with a team of relocation specialists.
- Don't trust your current office security: Many employees assume that their corporate security in terms of theft and vandalism is the same at home. However, it's essential to recognize that corporate security is different. Your security options will be much more limited at work, so it's vital to consider them early in your new space.
- Remember the new workstations: Moving into a new office is exciting, but it's also essential to account for all the new workstations and workstations that need to be set up in your new space.
- Don't skip out on the logistics: When planning an office move, it's essential to account for all the logistics that will go into the move. This can include:
- Transport costs: If you're moving offices long distances, make sure to account for any transport costs.
- Packing materials: If you have many fragile or expensive items, make sure to invest in packing materials, as moving offices without packing materials can be dangerous.
- Professional moving company: If you're moving offices with an office moving company, let them know about any concerns about the move, such as moving or storage costs.
- Remember to plan for downtime: Moving offices can be stressful, so make sure to account for rest in your office move. If you're moving offices with a temporary workspace, ensure that employees can acclimate to the space and settle in.
Things you should consider when hiring an office mover company
Packing for an office move can be daunting, and it's certainly not something you want to tackle on your own.
Rather than pack everything yourself, consider hiring a moving company to help you relocate.
Most companies offer packing and moving services, so you can save yourself the trouble of packing everything.
Here are some things to keep in mind when hiring a moving company:
Make sure that the company is licensed, bonded, and insured.
You don't want to hire an unlicensed or uninsured company to help you with a move.
Look into the company's reviews online.
What type of packing materials will the company provide?
The company will provide boxes, packing materials, and padding. It is essential to pack your items correctly so that they will be safe in transit. The company will not provide any containers for the items, so you will need to pack the items in the boxes or packing materials the company offers.
Is the company affiliated with any professional organizations?
Some things you should research before investing in a company include its affiliation with professional organizations. This will give you a better understanding of the company's credibility and commitment to upholding high ethical standards. You can also research the company's history and compliance with past financial obligations.
Does the moving company have its fleet of trucks?
When picking a moving company, one of the factors to consider is whether or not the company has a fleet of trucks. This can be a significant factor to consider as it will mean that the company can move your belongings faster and with less hassle. Additionally, having the company's trucks will also mean the company is more experienced in moving.
Does the moving company specialize in local, long-distance, or corporate moves?
When choosing a moving company, you must know what type of move you are making. Local moves are typically shorter distances, shorter time frames, and smaller pieces of furniture. Long-distance moves generally are longer distances and more extended time frames and may involve more furniture.
Finally, corporate moves are typically more considerable distances and larger pieces of furniture. In addition, moving companies specialize in a particular type of move, so it is essential to choose one that is experienced with the kind of move you are making.
Determine how much the moving company charges.
When considering a moving company, you should ask about their rates. You can use online calculators to get an estimate or speak with the company directly. It would help if you were prepared to provide the company with specific information about your moves, such as the size of your apartment, the items you're moving, and the timeframe for the move.
Ask the company to send you its insurance certificate.
Before you purchase any product or service from a company, you should always ask for the company's insurance certificate. This certificate will state the company's terms and conditions for warranty, return policy, and more. By reviewing the insurance certificate, you can make an informed decision about whether or not to purchase the product or service.
As you can see, there are many things to plan and prepare for an office move. If you are moving your office, I hope this post helps you keep relocation smoothly. Moving an office is challenging, but it's better than it looks.