- Pre-planning and Research
- Notifying Employees and Clients
- Packing and Labeling
- Hiring a Moving Company
- Office Moving Day
- Immediately after Your Office Move
- Your First Week in the New Office Location
- Wrapping Up
You have decided to move your office. Moving an office can be daunting, whether it's because you need more space, a change of location, or because you're consolidating locations.
There are many things to consider, and if you don't plan properly, your move could cost you extra time and money. That's why we've put together this comprehensive office moving checklist.
This complete office moving guide will walk you through every step of the process, from preparing for the move to settling into your new space. Let's get started!
Pre-planning and Research
If you're preparing to move your office, you can do plenty in the pre-planning and research stage to make sure the office moving process goes smoothly.
These are the top seven tasks to add to your planning checklist:
- Give yourself plenty of time. The earlier you start planning, the better. (This enables you to research options and make the best decisions for your business.)
- Do your research. Careful planning is key to a successful office move. (Planning includes everything from evaluating current service providers to budgeting for the new space.)
- Make a list of your current service providers. This helps you determine which ones you need to cancel or transfer and which ones you'll need to set up new accounts with.
- Notify your current service providers. Once you've decided which services you'll be canceling or transferring, be sure to notify your current providers as soon as possible.
- Budget for the move. Moving can be expensive, so it's essential to budget for things like rent, deposits, moving costs, and any new furniture or equipment you'll need.
- Get quotes from different moving companies. Compare prices and services to find the best fit for your needs.
- Make a list of what you'll need in your new office. Include everything from furniture to technology and equipment. Having a list will help you make sure you don't forget anything important.
Notifying Employees and Clients
Moving an office takes not only a lot of physical work but also a great deal of planning and coordination.
Here are things to keep in mind when notifying employees and clients of an office move:
- Give as much notice as possible. The more time employees and customers have to prepare for the office move, the better. Try to give at least two weeks' notice, if not more.
- Inform the planning team. Be sure to let your office moving planning team know about the notification process so that they can be prepared for any questions or concerns that may arise.
- Choose the right method of communication. Depending on the size of your office and the relationship you have with your employees and clients, you may want to consider sending an email, holding a meeting, or even sending out a press release.
- Keep it positive. Even though office moving can be stressful, it's important to keep the notification process positive (emphasize the exciting aspects of the move, such as a new office location or expanded facilities).
- Be clear and concise. When sending out notifications, be sure to include all relevant information, such as the date of the move, the new office address, and any changes in contact details.
- Provide resources. If you have a website or blog, be sure to include links to resources that will help employees and clients prepare for the office move.
- Follow up. After sending out notifications, remember to follow up with employees and clients to answer any questions or address any concerns they may have.
Packing and Labeling
Here is a complete checklist of everything that needs to be done when packing and labeling for an office move:
- Create an inventory list. This will be your bible during the packing process. Include everything in the office, no matter how small, and assign each item a number. This will make it easier to keep track of what goes where.
- Gather packing supplies. You'll need plenty of boxes (different sizes for different items, plus packing paper, bubble wrap, tape, and markers).
- Make a packing schedule. Depending on the size of your office, this could take days or weeks. Assign tasks to different employees and make sure everyone is on the same page.
- Pack heavy items first. This will make it easier to pack smaller items later.
- Label everything. This seems like a no-brainer, but it's important to label each box with its contents and the room it needs to go in. This will save a lot of time and headaches on moving days.
- Pack delicate items carefully. Use plenty of packing paper and bubble wrap for fragile items (better to be safe than sorry).
- Don't forget the little things. Don't forget to pack things like light bulbs, trash cans, plants, and office decor. These are often overlooked, but they're important nonetheless.
Hiring a Moving Company
By using all the tips in this checklist, you'll be able to hire the right office moving company to suit your needs:
- Get at least three quotes. Be sure to get quotes from at least three different companies. This will give you a good idea of what the average cost of your move will be.
- Make sure the company is licensed and insured. This is important – you want to make sure that your belongings are in good hands.
- Ask about their experience. You want to hire a company that has experience moving offices. This way, you know they will be able to handle your move without any problems.
- Get a list of references. A good company should be able to provide you with a list of references so you check out their work reputation for yourself.
- Ask about their services. Some companies offer additional services such as packing and unpacking, so be sure to ask about this before you hire them.
- Get a written estimate. This is important – you want to make sure that the company you choose can give you a written estimate of the cost of your move.
- Make sure they are available when you need them. You don't want to be stuck with a company that is unavailable when you need them. Be sure to ask about their availability before you hire them.
Office Moving Day
Now that you have a day scheduled for your office move, it's time to start thinking about what needs to be done on moving day itself.
Here is a list of tasks that you should complete on or before moving day:
- Make sure everyone in the office knows when and where they need to be on moving day. Moving can be chaotic, so it's essential to have a plan and stick to it.
- Pack up all of your office equipment and supplies. This includes everything from desks and chairs to computers and printers.
- Pack up personal belongings like photos, plants, and knick-knacks. These can be moved into storage or taken home by employees.
- Disconnect all of your office equipment and electronics, including phone systems, computers, printers, and fax machines.
- Pack up any furniture that needs to be moved, including desks, chairs, filing cabinets, and bookshelves.
- Make sure you have plenty of boxes and packing materials on hand. You'll need these to pack up all of your office supplies and equipment.
- Have a few people on hand to help with the move. This will make it go more smoothly and quickly.
Immediately after Your Office Move
You've finally unpacked the last box, and your office is officially moved into its new home. But your work isn't quite done yet! So here's a checklist of things you need to do to settle into your new office:
- Notify service providers. Make sure to notify your internet, phone, and any other service providers of your new address. You don't want to be without service for even a day.
- Hire cleaning services. Before you start unpacking and setting up your new office, you'll want to ensure it's clean. Hire a professional cleaning service to give your new space a deep clean.
- Check your current lease. If you're renting your office space, now is an excellent time to check your current lease agreement. Make sure you understand all the terms and conditions.
- Set up the air conditioning. If your office didn't have air conditioning before, now is the time to install it. (You don't want your employees to be uncomfortable in the summer heat.)
- Purchase additional furniture. Once you've unpacked all your boxes and set up your new office, you may realize you need additional furniture. Whether it's extra chairs for your conference room or a new desk for your reception area, make sure you have everything you need to make your office comfortable and functional.
- Notify customers and clients. Don't forget to let your customers and clients know that you've moved. Consider sending out an email blast or direct mail piece with your new address.
Your First Week in the New Office Location
It might take you and your project team a couple of days to get used to your new office space layout and day-to-day schedule.
Here's what you need to do for a smooth transition:
- Get to know your building managers and office staff. These are the people who can help you with any problems or questions you have about your new office space.
- Familiarize yourself with the office layout. Take some time to walk around and explore your new office space. Find out where the restrooms, break rooms, and conference rooms are located.
- Get to know your new coworkers. Introduce yourself to the people you'll work within your new office space. Check their roles and determine how you can best work together.
- Create a daily schedule. Once you know the office design and who your co-workers are, it's time to create a daily schedule. This will help you stay on track and be productive in your new office space.
- Set up your office space. Make sure you have everything you need in your new office space, including a comfortable chair, plenty of storage, and good lighting.
- Establish some ground rules. If you're sharing an office space with other people, it's good to establish some ground rules. This will help everyone feel comfortable and avoid any conflict.
- Keep your office space clean and organized. Cluttered office spaces can be distracting and make it challenging to stay focused, so make sure you keep your perfect office space tidy and organized.
- Take breaks. It's essential to take breaks throughout the day, even if you're in a new office space. This will help you stay refreshed and focused on your work.
- Make time for socializing. Socializing with your co-workers is good for team bonding, especially when you're in a new office space. It helps build professional relationships and rapport in your new office space.
- Celebrate your success. Once you've settled into your new office space and are productive, take some time to celebrate your success. This will help you feel good about the transition and motivated for success in your new office space.
Moving to a new office space can be a big undertaking, but it doesn't have to be stressful. If you plan and follow these tips, you'll have a smooth transition into your new office space.
And once you're settled in, your appreciation of the new office space may grow into a deeper appreciation for your new professional environment.
A-1 Auto Transport is ready to help you with your office move, whether you're moving locally or long distance. We have a team of experienced professionals who will work with you to ensure your move is executed as planned. So contact us today for a free quote. We look forward to helping you with your office move!