- Tip #1 Start Planning Early
- Tip #2 Create A Budget
- Tip #3 Make A Timeline For Your Move
- Tip #4 Plan To Set Up Your New Office
- Tip #5 Hire A Professional Moving Company
- Tip #6 Notify Your Employees
- 1) Employee Engagement
- 2) Key Employees
- 3) Employee Productivity
- Key Tips For Notifying Your Employees
- Tip #7 Pack Carefully
- Tip #8 Label Everything
- Tip #9 Update Your Contact Information
- Tip #10 Make A Plan For The First Day
- Final Thoughts
Feel like you've outgrown your office space? Maybe you're finally making the jump from a home office to a commercial space, or perhaps you're downsizing to save on costs.
Whatever the reason for your move, there's no doubt you're feeling overwhelmed. There's a hefty list of things to do, and it can be tough to know where to start. That's why we've put together this list of 10 tips for a smooth office move.
By following these tips, you'll be able to minimize the stress and chaos that often comes with moving an office. So read on, and get started on your smooth office move.
Tip #1: Start Planning Early
It's never too early to start planning your office move to reduce the likelihood of overlooking essential details. The last thing you want is for your team to be caught off-guard.
By starting to plan early, you'll save valuable time and ensure that your business operations are minimally disrupted. Here are a few ideas to include in your office relocation planning:
- Schedule a walk-through of your current office space with a moving company to get an accurate estimate of the cost of your move.
- Make a list of all the equipment and furniture that will need to be moved (to ensure that nothing gets left behind).
- Notify your employees of the relocation as soon as possible so they have time to adjust and make any necessary arrangements.
- Choose a relocation date that is convenient for your business. (You want to minimize disruption to your operations.)
- Pack up your current office space in an organized manner using a set plan. This will make the unpacking process much easier.
Tip #2: Create a Budget
Planning a budget is essential to avoid overspending and going over your budget. Below are some tips to help you plan and create an achievable moving budget:
- Know what your company can afford: Before looking for office space, know what your company can afford. Be sure to work with your team to determine a realistic budget for the commercial relocation.
- Look at the big picture: Once you understand your company's budget, it's helpful to look at the big picture. What are your long-term goals for the commercial space? How much can you realistically afford to spend on the commercial move?
- Stay within your budget by being informed: It's essential to stay within your commercial moving budget. To avoid overspending, keep track using checklists and regular updates. This ensures you're not creeping over budget.
Tip #3: Make a Timeline for Your Move
A clear timeline will help everyone prepare. Employees will know when they need to pack their things. Those in charge of the move will know when to make arrangements for movers.
A clear timeline also ensures that there will be fewer forgotten details. Here are some things to include on your timeline:
- Selecting the moving company
- Notifying employees
- Canceling and transferring utilities
- Packing important documents
- Delivering heavy equipment
- Cleaning the new office space
- Moving date
- Cleaning the old office space post-move
Tip #4: Plan to Set Up Your New Office
To make everything go extra smoothly, it helps to have a detailed plan in place for how you want to set up your new office. Where will you position each employee's workspace? Where will you keep important documents and files?
Here are a couple things you can do ahead of time:
- Create a floor plan for your new office space so you can predetermine where to place everything.
- Make arrangements for the installation of any new equipment or furniture to ensure everything is ready to go when you move in.
Tip #5: Hire a Professional Moving Company
Trying to move an office on your own is a daunting task. There are so many things to think about and coordinate that it's easy to get overwhelmed.
That's why hiring a professional moving company is the best option for an office move. Here are seven things to consider when hiring a professional moving company:
- Experience: How long has the company been in business? Do they have experience with commercial moves?
- Reputation: What do their past clients say about them? (Read online reviews or ask for referrals from businesses in your area.)
- Services: What services do they offer? Are they able to handle advanced tasks like disassembling furniture and computers?
- Price: Get a few quotes from different companies to compare prices, and be sure to ask about any hidden fees or charges.
- Schedule: When will they be available to start the move? Make sure it's a time that won't disrupt your business too much.
- Employees: What about the company's employees? Do they seem professional and courteous? Are they background-checked and drug-tested?
- Equipment: Do they have the proper equipment to do the job safely and efficiently? (especially important if they're handling large or delicate items)
Tip #6: Notify Your Employees
Your employees are critical to a successful office move – after all, they often do most of the moving work. Here are three reasons why you should notify your employees of your upcoming office move:
1) Employee engagement
If your employees feel like they are part of the decision-making process, they will be more engaged in making the move successful. In addition, by involving them in the planning and execution of the move, you will tap into their creativity and energy, making for a smoother transition.
2) Key employees
Your employees are your most valuable asset – they are the ones who keep the wheels turning day in and day out. Keeping them in the loop ensures that they feel valued and appreciated, which will motivate them to do their best work.
3) Employee productivity
A well-executed office move can lead to an increase in employee productivity. If your employees feel the new space is better suited to their needs, they can adjust effectively and feel more inclined to contribute to company goals.
Key tips for notifying your employees
When going through an office transition, the key is to communicate early and often to employees. Good communication is often underrated in a successful office move.
By keeping your employees in the loop from the beginning, you will ensure they are prepared for the changes ahead.
Effective communication includes being transparent about the budget. Employees will be more likely to support the move if they know it is done in the company's best interests. So be transparent about the budget, and explain how it benefits the company.
Essentially, you need to involve your employees in the planning process as much as possible. Your employees are the ones who will be doing most of the work, and by getting their input, you will be able to ensure the move goes smoothly.
Tip #7: Pack Carefully
When you're packing for an office move, there are a few key things you'll want to keep in mind.
- Pack any heavy items carefully, as you don't want anything shifting during the move and causing damage.
- Use appropriate packing materials. Heavy items need sturdy boxes that won't collapse under their weight.
- Remember to start early. The sooner you start packing, the less stressful the process will be.
- Get organized by making a packing plan and sticking to it. This will help you stay on track and avoid any last-minute scrambling.
- Purge your belongings by taking this opportunity to get rid of anything you don't need. The less you have to pack, the easier the process will be.
- Pack smart by using appropriate packing materials and labeling all of your boxes.
Tip #8: Label Everything
It may seem like a no-brainer, but you would be surprised how many people overlook the crucial step of labeling. It bears repeating to ensure you label everything, including packing materials, heavy lifting items, business items, and practically everything else.
Here are five tips for labeling:
- Use packing tape so your labels stay put during the move.
- Use a permanent marker, which makes it easy to read your labels, even if they get jostled around during the move.
- Label each side of the box. This way, you'll be able to see what's inside no matter how the box is positioned.
- Make a packing list. In addition to labeling your boxes, make a packing list detailing what's inside each one. This will come in handy when unpacking at your new office.
- Number your boxes to keep track of everything and make sure nothing gets lost in the move.
Tip #9: Update Your Contact Information
Once you've moved, don't forget to update your contact information, such as your website and email address. You don't want to lose potential customers or clients during the transition period.
When updating your contact information, remember to:
- Give yourself ample time to change your website, email address, and applicable phone numbers. You don't want to rush the process and make mistakes.
- Notify your current customers and clients of your new address well in advance of the move. This will give them ample time to update their records.
- Have a period of time where you have both your old and new address listed. Then no one will be left in the dark during the transition.
- Make sure your contact information is updated on all your social media channels, including your website, email signature, and business cards.
- Have a plan for forwarding your mail so you won't miss any important correspondence during the move.
- Hire a professional to handle your address notification process. (If you don't have the time or inclination to do it yourself, you can include this in your moving services list.)
Tip #10: Make a Plan for the First Day
The first day of an office move is crucial to the success of the entire process. Here are five team-building actions for day one:
- Get everyone on the same page: Make sure everyone in your office is aware of the move and what their responsibilities are by holding a team meeting to review the plan and answer any questions.
- Work as a team: Enlist the help of co-workers, friends, and family members to make the move go as smoothly as possible.
- Secure storage: Make sure all important documents and files are securely stored away before the move begins.
- Take advantage of the vibrant city: Explore your new surroundings and find the best places to eat, shop, and relax.
- Get organized: Create a plan for where everything will go in your new office, so you can hit the ground running on day one.
- Relax: At the end of the day, take a deep breath and pat yourself on the back for a job well done. You've made it through the first day! Keep up the good work until everything is moved and settled into your new space.
Moving an office can be daunting, but proper planning can make it a smooth and successful process. Keep these tips handy to ensure your next office move is successful!
A-1 Auto Transport is here to help with your next move. We are experienced in all types of moves, including office and corporate, long-distance, and military personnel relocations.
To make your move a success, contact us today for a free quote!