The Ultimate Office Moving Checklist
The only thing more stressful than a residential move is an office move. Every hour an office is in transit money is lost for the business. Trying to find the time to orchestrate a move while running a business is enough to make anyone overwhelmed.
In addition to giving yourself ample time to plan the move, using checklists is one of the best sanity savers. Use our ultimate office moving checklist to ensure all the major to-dos and minor details are covered.
Scheduling the Move
At least 3+ months before you plan to move:
● Research local commercial movers.
● Interview movers and get estimates.
● Select a mover and lock in a date.
● Do an inventory of everything in the office you plan to move.
● Contact your insurance company to discuss whether additional coverage is needed.
Planning the Move
Now that the movers are hired and the date is set it’s time to plan out all of the details. The more effort you put into planning the smoother everything else will go.
● Create a moving committee at the office and assign specific tasks to each person.
● Set up the move as you would any other project, including adding it to your project management system.
● Create a contact list for all employees and companies that are part of the move.
● Decide whether professional packing services will be needed to help get the office ready for the move. It may be more cost effective than having employees do it.
● Examine the communication and network system in the new office to decide if any special requirements are needed.
● Contact service and utility providers to update your service or setup a new plan if necessary.
● Come up with a strategy for keeping employees, customers, vendors, suppliers and partners updated on the upcoming move. Make sure to send updates to employees the week before and day before the move so everyone knows what is expected.
● Start looking for the best priced moving supplies and stocking up.
● Update all accounts with the new address a few weeks before the move.
● Update your address with the U.S. Postal Service a few days in advance.
● Contact your moving company a few days before the move to verify all of the details and timeline.
● Reach out to the building manager of your new office a few days in advance to verify to finalize your moving plans, especially where to load and unload.
● Update your website and social media accounts with the new address.
● Use the afternoon before the move to have everyone clear out and pack their desks. Make sure to provide recycling bins.
Moving Office Furniture
If you thought moving living room furniture was a big undertaking, think again. Moving an office full of desks, conference tables and file cabinets will make the living room look like light lifting.
● Come up with a layout for the new office. Make a blueprint or floor plan to share with the movers.
● Label the furniture accordingly so the movers know where to put it.
● Decide which furniture is going to be moved and which furniture needs to be sold or donated.
● If you’re buying new furniture try to schedule delivery for the day after the move.
● Get each employee to pack up their own desk the day prior to the move.
● Have a training day with employees to go over moving safety do’s and don’t’s.
● Do a demonstration of the proper way to pack up a desk so employees use best practices.
● Lock or tape up all of the desk drawers.
● Have tools on hand for dissembling the furniture.
● Keep bags on hand for the holding hardware that’s removed.
Challenges to Office Moving and What You Can Do About It
Is it time to move already? It seems only yesterday that a group of co-founders sat in this room and officially began the journey to financial freedom. With all those difficulties, smiles and frowns, it is finally time to move. For the most part, it is good news – moving to a new place to accommodate business expansion is what every business startup dreams of. It does, however, come with its fair share of challenges.
According to statistics, 38% clientele for the moving industry comprises corporations moving for business reasons. Even though it is the household utilizing moving services for relocation, most of it seems to happen during summer. 20% of the time, movers are entrusted with the relocation of computers, copiers and other office equipment.
Office relocation is possibly the most challenging move you’ll make. And you need ample pre-planning and thorough management to tackle these challenges effectively.
Even if you are a team of five, you’ll need at least two days to pack, move, and unpack everything in your office. It is impossible to not have productivity losses before, during, and immediately after the move.
This is one reason most people use weekends for the move. If by a stroke of good luck, you’re able to find a long weekend on your calendar (if a public holiday fatefully falls right before or after the weekend), this should be the ideal time you make the move.
Benefits Hiring A Moving Company For Your Business Move
As a business owner, you’ll surely have many things to accomplish before the moving day. Since the process requires thorough planning and preparation, enlisting the help of a reliable moving company for your business relocation is undoubtedly priceless. From moving all of your office equipment to unloading them, using professionals usually comes with several benefits.
Less hassle and stress on the employees
Making your employees responsible for the business move may save you more money. However, putting all the responsibilities on their shoulders can be more complicated as they have to know for themselves how to transport large items. Thus, moving your business doesn’t have to be the work of your employees alone. Don’t let them do the tasks on their own to provide less stress and hassle. Remember, your employees are one of your company’s biggest assets, so they should be protected throughout the transition.
Safe moving of the equipment
Again, your office equipment is essential to the operations of your business. That’s why you can’t afford to get them seriously damaged during the move. If you don’t want your equipment and other items to be lost or damaged, hiring commercial movers is the right thing to do. They know how to move electronic equipment and any piece of office furniture with ease and protection. Moreover, they use the right moving and packing equipment that will keep your possessions safe during transit. In case your items may be damaged, or employees may get injured, you have nothing to worry about because most moving companies offer insurance options.
License and insurance
Again, damage or injury will not be a problem if you work with professionals for your business relocation. That’s because they are appropriately licensed and insured. Given such circumstances, you can be sure that the mover will protect your belongings throughout the moving process. You can rest knowing that everything your business owns will be safely transported and in case of accidental damage, they will be insured.
You, Will, not need to rent moving equipment
Without professionals like Movers, you’ll end up renting the moving equipment necessary to transport all of your large items. However, a reliable commercial mover has all the means to provide you with everything your move needs. From the trucks to the packing supplies, crates, and many more, they can let you use these things to make your business relocation smoother and faster. In addition to it, having a moving company on your side can help you and your employees save time in finding all the necessary equipment.
Office relocation checklist guidelines
Office relocation is possibly one of the hardest relocations you will do. This is not to undermine a residential move, but commercial moves bring a new level of stress and a totally new level of responsibility. They bring everything a normal relocation does plus some additional stress and issues. What is this additional stress? The fact that running a business is hard. Anyone who has ever tried knows that one of the biggest keys to success is business continuity. Relocation can jeopardize this continuity and force your work to make a full stop. This is the most dangerous and challenging part for business owners. How do you overcome this? With elaborate planning and with an office relocation checklist.
Believe it or not, something as trivial as a checklist can make a world of difference. And if think it is trivial – you never really tried. To me, it was easily the single most useful tool in the relocation. urge you to heed this advice and pursue having your own office relocation checklist. will offer a few tips and hints on how to make one. Not every checklist is a good checklist. It needs to have all the right elements to it in order for it to rise to its full potential. However, having a checklist does not mean the relocation is done. This is just the beginning. But it is a very important and very good beginning to an otherwise tedious process.
Office relocation checklist – keeping business continuity
The main objective of every office relocation is maintaining business continuity. This is where an office relocation checklist comes into play as an invaluable tool. However, this is not the only tool you will be using. There are many more that you will have to engage. However, today, are talking about the one deem most relevant.
To elaborate, effective planning can change the entire moving process. Especially for an office within which you are trying to have your people still be productive. Anything that can change the flow of work, or bring it to a complete stop is bad news. However, you can overcome this if you anticipate such events happening. If you foresee that the relocation process will bring your production to a stop, you can adequately prepare for it. How do you prepare?
Office relocation checklist elements
The most important elements that your office relocation checklist should contain are the timeboxes as well as the elements you are going to be moving. You are predicting events as well as items that are being moved. The segment that is more relevant is the events themselves. You would need to create a list of all events that could in any way impede your business continuity. This way you have zero surprises. If you are looking to do a commercial relocation DIY, you should probably steer clear away from it
Office Move Tips: Things Learnt During Move
Don’t Rely on your Moving Company to Reconnect Your PCs
Many moving companies offer additional services such as disassembling and reassembling your computers. This may seem like an efficient way to manage costs and resources – but advise against it. This mistake left with over 50% of PCs yet to be assembled, with no contingency or additional staff on hand to assist with setup. This was an unnecessary headache and the only way around it was for project team to input a huge amount of overtime. It’s a mistake will never repeat.
Reach out within your team: Don’t be afraid to reach out to your wider team for help. With detailed instructions and processes in place, a small team of additional helpers can reduce pressure and strain on your IT staff on move day. This will also ensure computers are setup by people familiar with the business and equipment.
Professional IT Services: If you’re managing a large move in a short period of time, recommend hiring professional IT services to assist with install. Professional contractors can help setup quickly and efficiently, especially when working to a detailed floorplan and schedule.
Stage the Move to Eliminate Downtime
If your business is like, with absolutely no room for downtime, advise against moving all departments across during the one day. In case, moved teams in stages to ensure service to clients wasn’t impacted. In a typical business, this might mean moving corporate services such as admin and HR over at the same time, followed by operational staff on a separate day.
Don’t Forget User-Acceptance Testing
Before move day, recommend sending one or two ‘captains’ from each department within the business to test the space. These pilot users will be responsible for assessing their area of the office and reporting any issues before the move. This process will also allow you to verify that the premises are health and safety complaint before the rest of the team arrives.