Whether you’re upsizing, downsizing, or just relocating your office space, moving can be a stressful endeavor. Preparing your staff, ensuring all necessary documents are on hand, packing up everything, and finding a commercial moving company can be daunting. It’s no wonder so many business owners feel overwhelmed by the process — some even delay moving for fear of the challenges it poses.
To make your move a success, the key is to stay organized and plan. With careful planning, you can make sure your relocation is as smooth as possible and your business operations are minimally disrupted. To get you started, we’ve put together the top ten office moving tips to follow. Let’s get right into it!
A Checklist For Office Move: 10 Actionable Tips For Smooth Relocation
1. Start Planning Early
It’s best to start planning your move several months ahead of time. A few months may seem like an eternity before you move. But, you’ll be surprised how much work needs to be done at this point. Use the time wisely to ensure everything is prepared for your relocation.
Obtain quotes from office movers and decide on the moving date. To prevent possible interruptions of the usual operations of your business, select a date carefully. Next, create a timeline that outlines which tasks need to be completed, and when. By planning your corporate relocation, you’ll give yourself enough time to complete all the necessary steps in preparing for moving.
2. Identify A Budget
Create a budget to manage your costs and determine how much money is available for the move. You need to understand that moving expenses can add up quickly. Thus, factor in all the common costs associated with relocating – rent, insurance premiums, furnishings, legal fees, and hiring an office moving company.
3. Assign A Move Coordinator
As a business owner, you might have no time to keep track of every detail of your business move. Appointing a move coordinator to guide the process can be a way out. This person will ensure that the move is going as planned and all the tasks are being handled on time. When looking for a good fit for this role, consider your administrative personnel. If you have an employee with prior experience in moving businesses on staff, that’s even better!
4. Find A Reliable Moving Company
When it comes to relocating your business, entrusting a professional office moving company can be your best option. Moving companies provide the ultimate convenience for transporting your belongings and make relocating a breeze. With their knowledge, expertise, and resources at hand, commercial movers have all the essentials to ensure smooth relocations to any new space. Take your time when researching potential companies to see to it that they are experienced, licensed, and provide quality customer service.
5. Visit The New Office Space
It is likewise a good idea to visit your new office space. Note any additional supplies you may need to purchase – such as furniture or equipment – before moving in. Make a list of the necessary repairs to be done, and then look into contractors who can handle these works. If possible, examine the new space with a professional inspector to make sure there are no hidden issues or potential hazards.
6. Notify Your Landlord
When you decide to relocate, provide your current landlord with ample notice of your move and any additional information they may need. Check if there are any provisions for breaking the lease in your contract, and whether or not you’ll receive a refund of your security deposit.
7. Make A List Of Office Inventory
Set aside the time to create an inventory list of all office furniture, equipment, and supplies you plan to move into the new space. When creating this list, include a description of each item, its condition, and its approximate value. These details will come in handy in case you need to file an insurance claim later on. The must-have things on the list of inventory are office furniture, computers and peripherals, kitchen appliances, office supplies, filing cabinets, and other related items.
8. Communicate With Your Employees
When you decide to move, communicate the plan with your employees as soon as possible. Make sure your staff understands why this is happening and how it will benefit the company. Keep your employees informed about the timeline of events at every step of the process. You can encourage your team to compile a moving checklist that covers all of the crucial steps and prevents any oversights. Keep in mind that moving can be disruptive and disorienting for employees but, open communication can boost morale and show your personnel that their help is appreciated.
9. Update Your Address Everywhere
Once you have officially moved, make sure to update your office address in all the necessary places – website, business cards, and social media accounts. Notify your customers about the change of address and provide them with new contact information for future communication. Be sure to update your address with the United States Postal Service and any other services that may need it. Google My Business is another place to keep your business address relevant and stay connected with your audience.
10. Have Every Employee Pack Their Desk
To make the moving process smoother, assign every employee the task of packing their desk and other personal items they might have in their workspace. Explain what needs to be packed, how it should be done, and how to label the items for easier identification. Provide each staff member with labeled boxes, and packing materials such as bubble wrap, styrofoam, and packing paper.
Moving into a new office can be overwhelming. But, with the right preparation and resources, you can make it as stress-free as possible. Start early, have a budget plan ready, assign a move coordinator to oversee the entire process, find reliable office movers, and communicate your plan to the employees. And don’t forget to update your address everywhere and give your staff the time and resources to pack their desks. By following the ten business moving tips we’ve shared, you can make moving into a new office an enjoyable experience for everyone involved. Good luck out there!