Moving office? Yelp! Not to worry. Even though people say that moving is one of the most stressful things you can do, fear not. We’re here to show you that business relocation can be effortless when you know how. Follow our ultimate office move checklist to discover how to move offices successfully without stress, overwhelm or frustration.
From awkward furniture to small fragile items that require extra care, we’ll cover the logistics of removals, alongside some handy office moving tips. With our free office move checklist, you’ll be able to save time, and more importantly, cause the least possible disruption to your business. First, let’s look at some helpful office relocation tips.
Tips For Handling An Office Move Successfully
Moving offices comes with great responsibility. An office move project can easily end in chaos. You’ll soon find things don’t have a place, office furniture becomes problematic, and small items end up getting lost. How can you make the transition as seamless as possible? The answer is to plan ahead. Planning ahead of your moving date ensures team members know their part in the move, large and small items can be moved without problems and your office space is still a place where each staff member can do their job uninterrupted.
So, what other ways can you make moving day effortless? Firstly, desks and furniture require dismantling. As this could potentially cause issues further down the line, the most effective way to ensure a smooth move is to hire an experienced removals company, especially for the bigger tasks, such as moving bulky furniture or objects. Professional moving companies have an expert moving team who understand how to coordinate a move. Whether you designate a project manager or not, a moving company will ensure all items arrive at your new office location in the same condition, with no ‘BIG’ issues along the way. No matter whether the size of your move is big or small, a removals company will enable a systematic process to be carried out.
Here are some other highly effective moving tips to contemplate:
One of the most important parts of your move is communication. Office managers should ensure all employees have the required communication relating to the move and understand their roles when it comes to packing their individual items. If you’re nominating a project manager, inform your employees of who this is.
It’s essential that employees are given cardboard boxes to pack up their workspace. Additionally, wooden crates may be required for heavier or higher value items. This will ensure everything reaches your new location in pristine condition. Remember, each box will need to be clearly marked to help you identify what contents are in each one.
Moving office locations gives you an opportunity to re-organise, downsize and declutter. If you’ve yet to go fully digital, now may be the perfect time to make the move. All offices have files and folders that are no longer needed and are just sat gathering dust.
Discard any items you don’t need via shredding and transfer any other files to digital cloud storage. Throw away or donate any damaged desks, chairs, kitchen equipment, unwanted stationery and accessories. You can also put items, including documents, into commercial storage.
Make it visual
Ensure your new office location is visually captured on posters everywhere, for both employees and the public. It’s an opportunity to advertise, as well as having the least impact on keeping your business trading without losing customers along the way. Highlight that you’re moving to new premises because you are expanding. You could even use this angle to generate more business. Just make sure you give clear instructions on how to locate your new premises.
Cleaning is a fundamental part of moving and usually a required process as dust and dirt can easily build up under fixtures and fittings. Consider hiring a professional cleaning service who has expert experience in office cleaning. They will eliminate any dust, dirt and grime to ensure your office premises are left looking spotless – an important task if you’re leasing your office.
Create an individual checklist
Keeping your business running up until moving day is imperative. Creating an individual checklist of things that require action, at least 6 weeks before the move and up until the day of moving, will make the transition seamless. It will help you to keep organised on a bigger scale, from taking measurements of your new office premises to arranging new phone lines, internet connectivity and getting your IT staff to assist in connecting every floor. If you don’t have the experience in-house, an IT support service should be able to assist your needs in setting up a new network for your office.
Ultimate Office Removals Checklist
Not sure what to put on your checklist? Use our free office move checklist to help you get started. A dedicated checklist ensures nothing is missed or left behind. You should include every aspect of your business at each stage of the moving process. With our handy office move checklist, no speck will go unnoticed. Here, we reveal what you should be considering at each stage. Think of this process as you would a house move and you’ll be able to coordinate an efficient and cost-effective process without interrupting your business.
6 Months Before The Move
Now is the time to think about the logistical side of the process. Here are some questions you should be asking yourself and your management team, alongside some additional office relocation tips.
- Do you have any building maintenance issues that need attention before the move begins?
- Nominate a planning team and assign them each a role to share the load and responsibility.
- Do you have any potentially difficult items to move?
- Do you need to insure any high-value items?
- Is this task too big that you may need to hire external help? If so, start researching companies in your area that can cover your designated moving date.
- Start to declutter and move any items into storage, if required.
- Ensure you have a month by month budget for any emergency that may occur, or to use for a celebration at the end of the move!
3 Months Before The Move
It’s time to get the ball rolling with specific actions. Make sure you notify all parties of important dates, as well as any disruptions which may occur.
- Once your moving date is secure, you have a few choices. Either you can prepare to tackle the move with your workforce or plan ahead and book a slot to reserve an experienced commercial removals company.
- Notify your landlord or property manager of the move you’re planning, ensuring the termination of your contract with a timescale that suits you.
- Internally, you need to generate a moving plan. This is where you begin to assemble a team of chosen individuals to get involved with the moving process. Assign them with responsibilities to help coordinate the move.
- Order special equipment to aid with the move, such as trucks, moving cages etc. If you’re using a specialist company, you may not need to do this.
- Order equipment you plan to replace. If you order it now it will be ready for your moving date.
- Arrange external storage solutions for any new items purchased.
One Month Before The Move
Now the relocation process is starting to become real.
- It’s time to begin tagging and boxing none essentials, such as pictures, office decor, plaques and award trophies. You should start packing any items that won’t interfere with the daily running of your office. This starts breaking down the process of the move, piece by piece. Ensure you document every item with photos just in case any items go missing.
- Draw out new office plans and locations for each department, meeting room and individual offices.
- Make an inventory of all items that are going to be moved. Check these off as you pack them. Remember to label each package and take photos.
- Ensure you have collected your moving supplies. including:
- Cardboard boxes
- Packing tape
- Labelling equipment
- Email customers and clients with information containing your new premises details, as well as any alterations in opening hours during your move.
- Parking permits to be organised if required by employees.
- Determine if you’re going to hire a cleaning company for your final office clean. If so, make this booking for after your moving date.
One Week Before The Move
It’s time to make any final alterations.
- Make regular communication with your designated moving team or moving coordinators. This ensures everybody has clarity on the situation. Additionally, you can make any alternative plans if someone on your team becomes unavailable.
- Inspect your new premises to make sure it’s ready to accommodate the move. This also aids health and safety by ensuring there are no trip hazards, wires sticking out of the wall, and all electrics, lights and sockets are fully operational.
- Set a day during the week for employees to pack their belongings before the move.
- The day before the move, make sure that all safeguard materials are available, such as protective blankets or tape to cover walls on tight corners. This will help prevent scuffs, chips, dents and damage to walls and paint.
- Pack all items and ensure they’re fully protected. Move bulkier items close to the main exit so you can load these onto your transportation first.
The Day Of Your Move and After The Move
The big day has arrived. If you’re fully prepared, you don’t need to worry about anything.
- Move bigger, bulkier items first.
- Move smaller items last as these can be transported by employees in their cars or vehicles (if required).
- Start to set up your new office. Once you’ve unloaded and installed fixtures, fittings and furniture, it’s time to start unloading your IT equipment.
- Install all IT equipment, phones, technology and accessories. Ensure these are working correctly before you check phone line connectivity and internet settings.
- Unbox smaller items last.
- Run through your inventory to check everything has arrived at your new destination.
- Make a list of any missing items – you can try to locate these at your old office.
- Walk around your new office to determine if all items have been set up.
- Check your old office premises for any items you may have missed. If you’re cleaning the office yourself, you’ll need to conduct this after your move.
- If you’ve booked a cleaning company, ensure they have the keys to the property once you’ve moved.
- Visit the premises after cleaning for inspection.
- Return the keys to the owner of your building.
We Provide A Full-Service Removals & Storage Solution For Office Moves
Now you know what’s involved in planning an office move, as well as our effective office moving tips, you can begin to plan a seamless transition between office locations. Use our office move checklist to prepare your big move. Alternatively, if you’d rather save extra time and hassle planning your office relocation project, get in touch with us for a start-to-finish office removals and storage service.