Moving your office to a different location should mark a new beginning of a successful chapter. As any fresh start, you’d want it to be smooth and free of any troubles. Organizing an office relocation can be a daunting task when you think about it, however, we’re here to tell you that it doesn’t have to be. With some careful planning and meticulous organization, you’ll be able to get it done in a just few days and carry on with normal business operations.
In order to be efficient, you need to think about every little detail, get some expert help and develop a strategy that will make your office relocation foolproof. What better way to keep everything in check, than a checklist? By having everything on paper, you won’t overlook anything important and still get to run your business in an orderly manner during this chaotic period.
Three to six months before office relocation
1. Determine a time frame and a schedule
First of all, decide on the date you want this move to start. Know that this includes relocating all of your staff and equipment, so you’re whole business will have to be on a short break for the time being. Create a timeline of all relocation tasks in detail, giving priority to the ones that need to be taken care of before the move. Organize a meeting with the rest of your moving team, as well as the managers and supervisors, where you’ll discuss every point on that list. Make sure that the deadlines are well covered, and that everything is indeed feasible. A small office usually takes at least three months to prepare, while a medium and a large one can span over six to eight months. So, the main thing here is to start planning early.
2. Find an appropriate business location
Take into consideration the location of your new office. Do you want a quiet and serene surrounding or you’re fine with a bit of noise and action going around? See if the type of building is to your liking and suitable for your needs. Also, don’t forget to check if selected space has the necessary square footage.
3. Assign tasks and responsibilities
Since you’ve discussed the upcoming event with the managers and other people in charge, take time to notify your employees. Go through individual tasks and responsibilities, and assign them to the people you find most fitting. This means that everyone needs to perform their assignments in a timely and efficient manner. If you have too many people in your company, a good idea would be to establish a team of moving coordinators. Have one for each department and arrange weekly meetings, so that everyone is up to date. You can also discuss potential changes and problems that may have occurred.
4. Create an inventory of your office furniture and equipment
5. Decide on a preliminary budget
6. Create a notifying list
This will include all the people, organizations, institutions, businesses, etc. that should get the information about your new address.
Two months prior to the day of the move
1. Create an office plan and layout
Figuring out where everything and everyone will go takes a lot of time and effort, so this is where you’re committee will step in to help. Find a place for every piece of furniture and every employee. If needed, order some new equipment and signage. Don’t forget to schedule a wiring.
2. Hire moving company
Try to find an experienced and reliable company to do this kind of work. Do the research for the movers in your area and ask the necessary questions to find out if they are adequate for the job. Compare offers from three or four reputable companies and choose the one that best suits your needs and budget.
3. Take care of the networking and telecommunications
Get in touch with your network and telephone providers and discuss the necessary moving of servers. Ensure internet access once your office relocation has been completed and get new phone numbers if previous ones cannot be transferred.
A month before the move
1. Packing meeting
Discuss packing methods and labeling system with your coordinators, and inform every employee what is expected of them. Tag every piece of furniture and equipment that goes with you to the new location. Decide what you will do with the rest of your items, whether it is selling or donating.
2. Hire professional cleaners
They will need to clean your office the day after the move.
Office relocation week
1. Do the backup
Make copies of all important company documents and paperwork. Tax returns, insurance policies, legal contracts, etc. should all have paper duplicates. Critical data should be on portable digital media or on your internet backup system.
On the day of the move
Meet the moving crew and discuss the plan of relocation. Show them around, give clear instructions, point out items that need special handling and be sure to stick around, in case your input is needed. Your moving coordinators should be on-site at all times and ensure that everyone is performing their task correctly. Have someone go through the vacated space one last time to check that nothing was forgotten or damaged during the office relocation.