Office Relocation: The Ultimate Office Move Checklist
Since the way we work has changed irrevocably, more companies are looking at moving to new workplaces that can support remote employees and hybrid collaboration. Because, just as a family may outgrow a house, businesses can outgrow a workspace. Office changes might be exhilarating at first. You picture the completed project: your entire firm operating successfully in a brand-new, immaculately arranged workplace. When you discover you need to plan an office transfer and organize everything in that brand-new workplace, fear starts to set in.
Moving an office is a difficult endeavor for any business, regardless of size. Not only are all of the office's personnel being moved, but also all of the machinery, electronics, fixtures, computers, and furnishings. Planning, organizing, and communicating are essential if you're hoping for minimal interruption during the move. By organizing your tasks into a timetable with the aid of an office relocation checklist, you'll always know the next steps to take and whether or not you're on track to relocate on schedule. To organize everything and make a moving schedule that you can adhere to, use our comprehensive office move checklist below.
Phase 1: Planning the logistics (6 months before the move)
- Look into your current lease - Are there any provisions in the lease that you need to be aware of? Do you have an early lease termination? Do you need to fix any damage before the relocation day? To be sure you are not missing anything, ask yourself these questions and carefully review the lease.
- Set a moving budget - Assess your moving expenses, the services you cannot manage without, and the ones you may compromise on if you fear your spending is going beyond. This will establish how much a moving business will cost, where you can cut costs, and where you should be investing your money.
- Reach out to moving companies - You should acquire many bids from moving companies because they frequently have lengthy backlogs that might last for months. You could also save money and guarantee a seamless relocation by comparing moving quotes from the top companies. It's best to start looking as soon as possible.
- Designate a moving crew - The assignment of a planning team to handle the coordination of several of these activities is perhaps the most crucial item on our company relocation checklist. Moving an office is a significant undertaking, therefore you require trustworthy professionals.
Phase 2: Communicate with relevant parties (3 months before the move)
- Inform your present landlord - Inform your current landlord as soon as possible that you are moving. They now have more time to find new tenants. Tell them when you want to end your lease as soon as you have a solid date for your company's relocation.
- Make sure the client list is updated - Your present clients can be informed of your move by email or newsletter, which is crucial, especially if they come into the office. M ake that they are aware of your new contact details and how the move may affect project deadlines.
- Inform all employees about the planned relocation - About three to four months before the transfer, employees should already be informed. Establish moving expectations so that staff members are aware of their obligations in advance and may make plans accordingly.
- Give team members tasks to complete - Appoint leaders to oversee the relocation, then divide up the to-do list among the wider group so that each employee is aware of the activities they are responsible for, such as packing duties.
Phase 3: Carry out equipment audits & plan out the new office (1 to 2 months before the move)
- Audit the current office furnishings and order any that you might require - Schedule pick-ups or removal of any furniture that is no longer needed and label or color-code all current furniture that is being moved to the new workplace. You can take advantage of the chance to freshen up your furnishings and décor.
- Plan utility installation and transfer - Establish a shut-off and start-up date for the new office and arrange for the transfer of your utilities to the new location. Don't forget to install your phone and internet too.
- Create a floor plan - Create a map of your new and old offices to decide where to put furniture, equipment, and workstations. Make a few copies so that each mover will be aware of the precise location of everything on moving day.
- Determine your security needs - You should get in touch with the business you want to hire in advance if your new workplace has any security requirements so they can make sure their schedule works with yours.
- Identify the new office's IT requirements - Check to see whether your IT personnel can complete this on their own or if you need to bring in additional assistance. Set up service for a few days before the relocation.
- Gather moving supplies - Provide your staff with a space in the office where they may store their moving items, and give them some time each week to begin packing. Give out boxes, tape, and labeling supplies to keep things organized.
Phase 4: Finalizing plans for the big day (1 - 2 weeks before the move)
- Finalize the moving crew’s arrangements - Communicate a thorough schedule for the days preceding the move, especially if packing and transportation will start while other areas of the office are still operating.
- Confirm everything - The majority of the work and planning are completed. It's time to start getting confirmation from everyone on everything. Verify the moving company's suitability for the designated date and the readiness of any specialty moving as well. Verify that day's schedule for phone and internet installation. Make contact with your planning group and begin computer data backups.
- Inspect your new workplace - We advise investigating your new place before you move in, if you already have access to it, to make sure there aren't any loose wires hanging from the ceiling or broken lights.
- Review the timetable for moving day - You need to now have a solid moving day schedule in place. Discuss it with your task force and any other participants. Verify that everything is in order and that you are ready to leave.
- Complete the labeling and packaging - It's time to begin completing the job. Make sure everything that must be in the new workplace is packed and labeled a few days before your relocation.
Phase 5: Moving day!
- Examine your departed office thoroughly and note any damage - This is crucial to inspect and document any property damage that occurred during the relocation, check for goods that need to be relocated to your new address, and see if you missed anything.
- Set up your new workplace - To organize all of your furniture, equipment, and machinery, go to the plan or layout you produced for your new workplace. This is where transition preparation will be useful if you're dealing with a moving company.
- Celebrate with your team - Think about how you may celebrate this enjoyable and significant milestone with your team if there is any money left in the budget. Congratulate them on a job well done and express gratitude for all of their hard work.
No move is ever flawless. By using a moving checklist, you can reduce difficulties and ease staff members' adjustment to a new site, whether you're relocating to a new home or changing office locations. Get a good start on the big-picture logistics by setting the budget for the relocation up front, assigning duties internally, and seeking out expert assistance as necessary.
Office relocations like yours are our specialty at Diamond Hands Moving & Storage, and we can take the entire burden off your shoulders so you don't have to. We guarantee that our skilled relocation team will be by your side at every turn of the road. For a free estimate, reach out to us right away!