How to Move Your Office without Problems

by Admin
Office Moving

Are you thinking about moving your office? If the answer is yes, then you are here at the right place! It doesn’t matter whether you are planning to move to the same city or another country.

Moving an office is similar to moving a house – it is stressful and frustrating – and if you don’t plan things meticulously, you will stress out, which is something that you don’t want.

Here are some efficient tips to make a smooth office move.

Read on to learn more!

Start Planning Early!

Don’t make the mistake of planning the move a few months prior to the actual move. You want to plan early – at least three months prior to the move.

It wouldn’t be wrong to state that starting your planning is never too early. The best way to start planning your move is to make a list of all tasks that need to be done. Also, give yourself a rough deadline within which you will plan each task.

For instance, you will want to make a timeline for completing the packing and labeling of the boxes. However, during this stage, you will also eliminate all things you won’t need at your new office.

Choose a Moving Company

If you don’t own a moving truck yourself, then your next step would be to do your research and decide the best moving company for you. If this is your first time moving, then you will want to ask your friends and family for recommendations for the move.

If someone has moved before, they will be more than willing to share their experience with the company. However, if no one in your circle has moved or is familiar with a moving company, you might want to do your research and find the best moving company in the area.

Make sure to choose a weekend for the move, and before you seal the deal with the moving company, you will want to read the testimonials and reviews of the people who have moved with the company before you.

While scheduling the move, you will want to use the date and time to your advantage. For instance, if the winter is a slow season for you, then you will want to move during the winter. If you choose to move during the week, it will enable your employees to help without sacrificing their weekends.

So, whatever date you choose for the move, make sure that you take full advantage of it.

Involve Your Employees

As soon as your new office is finalized, you should know your employees right away. As mentioned before, the time of the move could potentially affect any ongoing projects – and your new location could also impact commute changes.

So, it is crucial to be as transparent as possible with your employees so they can engage early on in the packing and moving process. You might as well include your employee’s opinions on the new office layout and how they would want the new office space to be.

Encourage your employees to start clearing their desks a few weeks before the move.

Prepare the Move Well!

You want to make your move as stress-free as possible, but the most valuable one is to be prepared. So, prior to the move day, you will want to make sure that everything that fits in a crate or box is actually packed in a crate or box.

Also, make sure that everything that is moving has a visible label. You should fully empty desks, cupboards, and drawers with the contents carefully packed away. The office cabinets should be emptied and prepared for movement.

The IT equipment should be sealed in an IT bag, whereas personal items should be placed in a specific area to be taken home or to the garbage and recycling containers. Make sure that every item is packed. And we cannot stress enough the importance of labeling all items.

By labeling your items, you will know where all items belong at the new location. You will find it easier to direct all items to their respective places. If the labels aren’t pre-printed, you will need to write your destination reference in a thick black marker clearly on all of your labels.

You might as well opt for color-coding your boxes if you are unsure about where to place the labels on the boxes.

Assess Your Finances

Before, during, and after the move, you will be making loads of purchases related to the move. You might want to get approval from the company leaders to establish guidelines for the budget. Firstly, you will need to assess whether you will be using the company card or will you be submitting invoices.

Who will make the approvals for the contracts and purchases?

You will envision your moving process by assessing your finances and establishing a budget. Once you have established a budget, you can proceed to envision the moving process. By having a budget after you have assessed your finances, you can wholeheartedly turn to make purchases.

Along with assessing your finances and establishing a budget, you will want to start recording key details as well. You might as well want to perform an employee headcount, assess the size of your current office, and assess the size of your new office to establish and keep a record of key details.

Make a List of Things

Now it is time to make a list of inventory. The list should contain all things – big or small – things you need and things you want. You might think of office movement in terms of moving a house. You already know that you aren’t taking everything – there are a few things you will leave behind.

While making a list, you should highlight the things that might otherwise get overlooked, especially when cross-referencing the old office floor plan with the new one.

Also, by making a list of the things that you want to overhaul, you will know about necessities and what else you need to match the new office plan. For instance, if your new kitchen is twice the size of the old one, you will need to get more than the basic kitchen stuff.

Now, coming to the things that you won’t be moving to the new office, you might want to plan an office warehouse sale and get rid of desks, chairs, and other items.

Manage Workflow

Undoubtedly, moving is hard – and juggling work with moving is harder. You might want to encourage managers and employees to set up their schedules to manage the workflow accordingly. This is specifically true if there are tight deadlines during the moving process.

That said, it is crucial to inform your employees in time about the move so they can complete all ongoing projects on time.

For efficient work management and the insurance of project completion, you might want to get a group of volunteers ready. Understandably, you won’t be able to move everything on your own. You might want to set up a moving committee and get volunteers to join.

Before getting people together on the platform, you will want to outline the tasks that need to be fulfilled. When it comes to office movement, some standard responsibilities include the following:

  • Packing/ Unpacking
  • Organizing
  • Planning
  • Office designing/ decorating

You might want to get your supervisor on your side and seek their approval first, as most of the move-related tasks will occur during office hours. And while you will be establishing a team of volunteers, you will see that soon you will inspire other employees to join the group too.

Address Questions

Naturally, many employees will be having loads of questions about the office move. Now, of course, you cannot reply to everyone’s questions in person. So, the best thing to do is to set up an email address that is fully dedicated to answering move-related questions.

That said, make sure that office and work-related things are addressed as usual, whereas a dedicated move-related email account should respond to move-related questions.

Check on the New Office

When moving an office, it is important to mention that you cannot complete the move in a single day. So, you will be required to frequently check on the new building and ensure that everything is going smoothly.
You will also have to update the address so that all utilities are well connected and you can enjoy electricity and everything else after moving. When it comes to checking on the new building, you will want to ensure that everything is clean, the furniture is an intake, and everything is ready for your team.

Move Finally!

You might as well ask for help unpacking all your necessities. A majority of post-moving requirements might include connecting and wiring computers and phones.
After you have finally moved and all employees are ready to work at the new place, you might plan a party to celebrate the move and hard work. You don’t necessarily have to go big – a nice glass of champagne will do

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