11 Tips for When You’re Moving to a New Office Space

Removals

Moving to a new office is just as time-consuming as moving to a new home. You have large, cumbersome furniture, difficult-to-pack devices, and numerous rooms’ worth of knickknacks to pack. And, in most cases, there isn’t a lot of time (you can’t really shut down operations for a week to straighten things out). Regardless of the size of your company, relocating your office is a major work. Follow these guidelines to make the procedure go as smoothly as possible if you’re trying to navigate one.

1. Get a head start on your planning

When it comes to moving to a new office location, there is no such thing as “winging it.” You must begin the planning process as soon as possible, dividing up who will do what, how they will accomplish it, and when it will be completed. Otherwise, you can find yourself scrambling at the last minute, and no one likes to be stuck in the office all night putting staplers in boxes or figuring out how to get a dozen huge printers ready for shipment. You’ll want to have a strategy in place for where things will go when you arrive at your new office space, in addition to how you’ll get everything ready for moving day. Use a blueprint to plan out the layout of your office and common areas, as well as any additional requirements you may have. Estimate that it will take at least a few months to plan and execute your office relocation, as well as a few months to get everything set up and ready to go. Also, don’t forget to budget for your move—moving how much you have to spend is crucial.

2. Appoint a move coordinator

Even if you’re planning to divide the work, having a designated move manager who can assist and follow up on each step to ensure that everything goes smoothly is still crucial. An administrative assistant is usually the best individual for this, but you may also hire someone with prior experience with commercial relocations.

3. Find the best moving company by doing some research

Before planning your move, we always recommend doing some research and collecting quotes from at least three reputable moving firms, but because an office move may get extremely expensive, very quickly, you should look at a few more. If you have the funds, consider hiring a full-service moving company, which will handle all of your packing, loading, unloading, and unpacking. Ask around for recommendations for moving companies with experience with office relocations, since you’ll want to pick someone who has a demonstrated track record of success in this company. Have a representative from each company visit to your office and look over the extent of the work to receive the most accurate price possible. It’s not enough to communicate what has to be done over the phone for work like these.

You should pick a qualified and insured moving company for your commercial relocation. For a vetted list of professional movers, look no further than All Removals company directory.

4. Assign each person the responsibility of packing their own desk

Even if you have a moving company come in to take care of the large stuff, having everyone responsible for their own desk area will be a huge assistance. Give your employees advance notice of when they must have their desks packed, and urge them to do so in small increments so that no one tries to pack everything up at the last minute. You may only need to give your team a couple of hours off the day before the move to organize their desks.

5. Don’t forget about I.T.

Disconnecting and reconnecting all of your technology is one of the most difficult aspects of moving to a new office space. Have your IT department prepare a strategy for relocating all of your office’s technological equipment as soon as you know the date of your move. This includes your data and internet plans, as well as your laptops, servers, and phones. This is a major job that you won’t be able to delegate to the movers, so it’s vital that your team gets started as soon as possible. Set up a plan for recycling or donating any equipment you’ll be getting rid of. Human-I-T, Computers with Causes, and the National Cristina Foundation are all non-profits that accept used technology and donate it to places where it is most needed. In other circumstances, the equipment isn’t even required to be in functioning order. Check out the EPA’s resources on where and how to properly recycle unwanted equipment if you’re planning on doing so.

6- Get a handle on the rules of construction

Unless your company owns the building you’re moving out of or into, you’ll need to receive a comprehensive list of all relocating restrictions. It’s possible that you can only move during non-business hours or that you’ll need to make a specific request to utilize the service elevator. These restrictions should be obtained from building management as soon as possible, as they will govern the logistics of moving day.

7. Put in place address change orders

It’s advisable to start updating papers with your new address as soon as you know it, so order new business cards, letterhead, envelopes, return labels, and other items as soon as you know it. Make sure to inform your consumers as well, especially if they send you items on a regular basis. It’s far preferable to have all of your updated paperwork on hand before your move than to risk being without them in your new area for days or weeks.

8. Make sure your boxes are clearly labeled

Labeling your boxes is essential for any move, but it’s extremely critical when moving to a new office. To keep things moving smoothly during and after the move, carefully label each box so you don’t have to seek for things like more printer paper or toner when you actually need them. Label each box with a location and a number for maximum efficiency, and keep a spreadsheet that details each box number and the contents inside of it. It will take a little more time, but it will save you a work of time while you’re settling into your new area and will be accessible to everyone.

9. Check to see if everything will fit

While you may intend to bring your large breakroom refrigerator with you, the kitchen space in your new breakroom may not allow it. Get the dimensions of your largest goods and compare them to the specifications of your next site instead of wasting time, energy, and money hauling items that won’t work in your new office space. This rule applies to conference room tables, bulky electrical equipment, and anything else that takes up a lot of room. Hopefully, you’ve chosen a new office that can accommodate your current furniture and technology, but if not, you’ll want to know before you move in—not after.

10. First, try to move some non-essential items on your own

If your new lease overlaps with your old one, simplify moving day by carrying as much of the small goods as possible. Taking over items like plants and large office supplies on your own can make the entire moving process smoother, especially if you can have them set up in their new locations before you formally move in.

11. It’s time to toast your new digs

A move to a new office is stressful for everyone involved, including your staff. Budget in a little celebration for after the move as a “thank you” for everyone’s help in making it happen and as a way to enjoy your new place. You don’t have to be entirely set up, and it doesn’t have to be anything big—even a mid-day celebration luncheon sometime in the first week following moving will show your employees how much you appreciate their assistance while also welcoming in exciting new things at the new office.

Moving to a new office is a big work, but you’re probably doing it for a good reason. Plan ahead as much as possible to avoid to-dos falling through the cracks, and hire your move manager as soon as possible. Knowing someone is in charge of all the moving components can assist to reduce stress and keep things on schedule.