This guide breaks down the steps of preparation for a seamless commercial relocation to your new offices. We are here to help you minimize downtime, prepare in advance for the move, set up IT and more so your team can get back to the office faster and without stress.
Moving Offices Changing It Up
Moving that office is a big task and needs to be lined out to help minimize disruptions to the workflow. An office move needs careful planning, organization, and great coordination of teams to make things as simple as possible for employees that didn’t choose this move.
From packing up your equipment to setting up your new office, having a well-planned moving checklist can help minimize downtime and increase work productivity, reduce stress, and help get you back to business in no time at all!
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Step 1: Plan Ahead
12-24 Months Before the Move
A well-done office move starts with proper planning ahead of time. Ideally, you should start your prep 6 to 8 weeks before the moving day if not earlier. The earlier you begin planning, the less stressful the process will be.
If you ended to find new offices you should begin even earlier to lock down a new home for your business before giving up on the old space.
- Close With A Mover and Assign Roles: Choose your team of workers responsible for coordinating the move. This could be your office managers, IT specialists, or department heads. It doesn’t matter who but it should be clear to all involved so each task has an owner. Assign roles for every single task.
- Build and Share a Timeline: Build a detailed timeline that includes milestones for the move. Include dates for hiring movers, completing packing, finalizing new office arrangements, and setting up technology. This timeline should be shared internally with the company so workers can make their personal plans around it.
- Budget: Build a moving budget that includes at least 3 quotes for commercial moving companies, packing materials, equipment, and downtime costs. Don’t forget to factor in any new office furniture you might need.
- Inventory: Assign an owner to the task of building an inventory of all office equipment, furniture, supplies, and documents your company has. This will help you keep track of what needs to be moved so nothing gets lost.
Step 2: Hire Professional Movers
Hiring the right commercial moving company is one of the most critical steps. A professional moving company with experience in office relocations will be able to handle office equipment, large furniture, and will know how to do so without causing disruption to adjacent offices.
- Research: Look for moving companies specializing in office relocations and have experience moving businesses similar to yours. Moving APT will be able to beat their prices but we urge you to find this out for yourself.
- Book the Move: Book your movers so you know this major step is over. Schedule a date and time for the move that works best for the company as a whole and makes sense price-wise. Be sure to book any extra services neeed.
Step 3: Organize and Pack
Packing efficiently will minimize the risk of items being lost or damaged during the move and ensure a smoother transition. You should consider hiring a moving company to do the packing and unpacking if it fits in the budget to keep things professional.
- Sort and Purge: Go through all your office items, and get rid of anything that is no longer needed. Have employees take their personal desk items home the week before the move.
- Label: Clearly label all boxes with the contents and the room they belong to in your new office.
- Pack Electronics and Fragile Items: Use bubble wrap or foam to protect delicate items. Be sure all cables and accessories are packed together for easy reassembly at the new office.
- Set Aside Essentials for Operation: Pack an “essentials” box that includes everything you’ll need on moving day like phones, chargers, and laptops needed to keep business running smoothly during the transition.
- Furniture Disassembly: If you have extensive office furniture, like big desks or bookshelves, it’s a good idea to disassemble them in advance or tell the moving team they will need to do so so they are easier to move. Label the screws and parts so they can be reassembled quickly at the new location.
Step 4: Prepare the New Office
At the same time as you are preparing to leave the old space, you can have another team prep your new office. The sooner you get your new space set up, the less downtime you’ll experience.
- Visit: Before the move, do a walkthrough of the new office at different times. Check the power outlets, Wi-Fi setup, lighting, and toilets. You might need to arrange for any repairs or adjustments in advance.
- Plan The Office Layout: Work with your team to plan the layout of the new office. This means deciding where workstations, common areas, meeting rooms, and storage will be. Plan with productivity in mind. Be sure to create a phonebooth.
- Install IT: Work with your IT department or providers to set up all technology and networks and test them before having employees return to the new office.
- Order New Furniture and Supplies: If you’re upgrading your office furniture, now is the time to place those orders so things will arrive on time. Check that everything will be delivered and ready before you move in and test that things were put together in a solid manner.
Step 5: Move and Settle In
- Now is the time for any last-minute details. Confirm Details: Confirm the moving date, time, and logistics with your moving company. Give them instructions on where to park and unload at the new location.
- Prepare for Downtime: Plan for potential downtime during the move. Try to wrap up projects and complete any work tasks in advance and let your clients know.
- Unpack Smart: Unpack the critical items first, like laptops, phones, and office supplies. Once these items are set up, you can move on to decorations.
- Set Up Common Areas: Set up the kitchen, conference rooms, and any common spaces so that employees have places to take breaks. Stock up on supplies like coffee, snacks, and cleaning supplies.
- Communicate with Your Team: Let your employees know that the office is ready and be sure that everyone has what they need to get back to work.
- Celebrate the Move: Remember to take the time to celebrate. Plan a lunch to celebrate the successful move and boost morale among employees who may have enjoyed working from home. Acknowledge the hard work of everyone involved in the move. Consider giving a bonus to those that took key roles in the move.
Frequently Asked Questions
How far in advance should I begin planning an office move?
To get ahead of the game, start planning your office move 6 to 8 weeks in advance as a minimum time frame. This will give you plenty of time to prepare your team and office, hire movers, and be ready everything is ready for the transition.
What should I do with the office furniture or supplies before the move?
Sort your office items and decide what to keep, donate, or sell. Make sure to measure and that the old furniture makes sense in the new space. Find a local nonprofit that could use whatever you are getting rid of. This will help you clear out unnecessary furniture and supplies before the move to avoid extra clutter and charges.
How can I minimize downtime for the company during the move?
Plan the move during the weekend and give whoever is in charge an extra few days off for working that weekend. Communicate with your clients and vendors about disruptions and try to wrap up ongoing projects before the move. Be sure to let your employees work from home the week of the move until all IT is up and running flawlessly.
Should I hire professional movers for my office relocation?
Yes, hiring professional office movers is a must for a smooth and professional move. Your employees didn’t sign up to throw out their back and moving isn’t their choice. Professional movers have the experience needed to handle sensitive equipment, furniture, and IT things arrive safely.
How can I be sure my important documents are moved safley?
Pack sensitive documents and electronic equipment separately and label them clearly or if they are a small few items, be sure and move them on your own. Use locking and secure containers for confidential materials.
Office Wrap
We advise you to use our moving checklist to minimize disruptions to your business and help promote a successful transition to your new office space for everyone invovled. Planning, organization, and clear communication with the team are key values to making your office move as simple as possible on everyone.