9 Must-Know Office Moving Tips
Business is booming and you’re ready to move to a bigger office.
Now comes the tedious part of moving your office to a new location. Office moving can feel like an overwhelming process, but it doesn’t have to be.
All you need to do it a little planning with the right information. Read these 9 tips for a smooth office transition.
1. Plan, Plan, Plan
It goes without saying that the first step should be to have found a new office space. Ensure all the applications are done and leases and clearances are signed and ready to go.
Next, begin by setting a detailed time lime when office moving planning. Make a realistic timeline and stick to it.
Allow the necessary amount time for the timeline to be realistic. While small offices might only need 3 months, large offices might need up to 8 months to move.
Make sure you account for building moving in and out policies. Get layouts and blueprints for your new space.
2. Communicate With the Team
Once the initial office moving planning is done, you need to communicate this information to the team.
Give them all the information they are supposed to know because you don’t want people being misinformed about the timeline.
Ensure everyone is aware of the timeline and what roles they’ll be playing. If they’re not in a leadership role, they should at least know what things they should be taking care of.
Don’t forget to get their feedback on issues that could be improved in the new office.
3. Assign Roles
Too many hands in charge could create unorganized chaos. Ask your employees to volunteer to be responsible for tasks. It doesn’t have to be upper management, after all, they already have enough on their plate.
These will be the people who will communicate with employees, movers, and other key contact people to make sure everything runs smoothly and on time.
They should coordinate with each area and department to ask what moving materials are required.
Continue having meetings with your moving team leaders to ensure office moving goes without a hinge.
4. Deep Cleaning
Even if you’re office is maintained, years and years of dust bunnies will catch up with you in the office moving process.
A deep clean is necessary if you don’t want to bring unnecessary clutter to the new office.
Arrange to send documents that need shredding to separate from the ones that should get packed.
If you need to get rid of some old furniture, arrange to put it up for sale or donate it to a charity.
Delegate that every employee cleans their specific workstations to ensure there’s even less clutter.
At the end, depending on how much cleaning it’s required, you can consider hiring a professional cleaning service to leave the space clean.
5. Hire Movers
No matter how big or small your office is, you want to hire professional movers. Imagine you and your staff moving those heavy desks without the proper tools.
Remember this takes time, so it should be early on your moving timeline. The person in charge should start gathering quotes and doing research to ensure you get the best movers for your office.
Depending on your moving budget, you might want to consider hiring professional packers. This might be an advantage when packing items that could get scratched or damaged in the process.
6. Update Contact Information
This is the part no one ever likes doing. You have to update your contact information.
First, all of your business accounts need to be updated when you move offices. We’re talking about utility bill, internet, phone, banks, and other service providers.
You also have to contact your vendors and see if they will be able to accommodate you at your new location. In the event that they cant, you’ll have to start the search for new ones.
Don’t forget to also make your customers aware you will be changing location well in advance. You want to make the transition easy for them and avoid any inconveniences.
The person in charge of updating contact information should make a spreadsheet and check off to ensure nothing gets missed.
7. Secure IT Service
You don’t want to move to the new office and not have what you need to do your job.
Well in advance make sure your IT support company knows about the move. You will need their help setting up computers, printers, wifi, and router.
Technology runs smoothly when it’s properly installed, so make sure you start off well.
Don’t forget to call your service providers and schedule them to go in advance of your moving day to ensure they connect the services you need.
8. Do an Inventory Check of All Equipment
You’ll want to take an inventory of all your equipment including, computers, printers, copy machines, etc.
If the equipment is too old and your budget allows, you will have to decide which computers need recycling.
Also, if you’re moving to a bigger office, you might have to purchase more equipment. It’s always good to plan it well in advance.
9. Pack Equipment, Files, and Personal Items
Finally, develop a packing strategy to get everything else packed and coordinated.
All of the technology equipment should probably need more attention to ensure none of it gets damaged. Pack and label the files in a way that is easy to make a smooth transition when they have to be unpacked.
Tell your staff they’re responsible for moving and cleaning out personal items and they should be the ones bringing them to the new space.
The moving coordinators should make sure everything is securely packed and label to make the transition as quick as possible.
Must-Know Office Moving Tips Final Thoughts
Moving can be a nightmare, but it doesn’t have to be. If you’re prepared and organized your office moving should be a breeze.
Are you moving offices in the Spokane, Washington area? We’re here to help. Contact us for a quote and join many other satisfied customers.