How to Move an Office
For any business, the office space itself plays a huge role in the daily operations. Upgrading to a new space can be an incredibly exciting change that allows your business to grow in various ways, but this transition can also be stressful.
With so many aspects to consider as you facilitate this move, how can you achieve the most streamlined solutions possible? If you’re searching for the best approach to moving offices, we’ve got you covered. Keep reading this guide to discover the steps you should take as you transition to a new office space!
Moving Your Office Space in 15 Steps
Moving to a new office can feel like a stressful process, but with the right approach, you can streamline the task and complete a simplified commercial relocation. Discover our 15-step plan to transition to a new office space!
- Start in Advance
To start your office move on the right foot, beginning preparations as far in advance as possible is key. Depending on the size of your office and the complexity of the move, you should begin preparations at least six months before your planned moving date. This amount of time will allow you to thoroughly address all the logistical elements, avoid last-minute stress, and ensure everything is ready for the big day without rushing. Early planning also provides time to anticipate potential challenges and can even present the opportunity to snag early booking deals from moving companies.
- Review Your Lease
Before making any concrete plans about your relocation, take time to thoroughly review your current lease agreement. It’s important to understand the details of your lease, as there may be specific requirements or penalties related to moving out. For example, some leases require tenants to give notice several months in advance or stipulate that the office must be left in a certain condition. Understanding these terms will help you avoid unnecessary fees or legal complications. Additionally, if you’re moving to a new leased space, be sure to review that lease as well to understand the terms and conditions.
- Plan Thoroughly
To successfully complete an office move, a well-thought-out plan will serve as the framework for a streamlined relocation. Start by creating a detailed timeline that outlines every step of the process, from notifying staff to setting up utilities in the new location. Assign tasks to team members, as divvying up the elements of your move can make it more manageable. Additionally, set deadlines to ensure that everything stays on track, as a complete timeline can guide you through the entire moving process.
- Create a Moving Team
As previously mentioned, dividing tasks during your office move can make a huge difference in the outcomes. Establishing a dedicated moving team is crucial for managing the complexities of an office relocation. Select key employees from different departments to form a team that will oversee various aspects of the move. This group will be responsible for coordinating with the moving company, managing the packing process, and ensuring that all tasks are completed on schedule. Having clear roles and responsibilities for each team member will prevent confusion, ensure accountability, and allow everything to be accomplished without overloading one person or team.
- Budget Carefully
Moving an office can be an expensive task, so it’s important to create a detailed budget that accounts for all potential costs. These may include moving company fees, packing supplies, insurance, new furniture, and technology upgrades. It’s also crucial to have extra funds allotted for unexpected expenses. Having a clear budget will help you control costs and avoid overspending.
- Hire Professional Movers
Hiring a professional moving company with experience in office relocations is one of the best investments you can make to streamline your office move. Professional movers have the expertise and equipment to handle large, bulky items, sensitive electronics, and important documents with care. When choosing a moving company, look for a fully insured company with positive reviews and a range of customizable services tailored to office moves. As you search for your ideal movers, be sure to request quotes from at least three companies, as this can help you find the best prices for the services you need.
- Communicate Clearly
Clear communication is critical during an office move to stay organized and keep your employees in the know. Keep your employees informed about the move timeline, their responsibilities, and any changes to their work schedules; this is important to maintain positive relationships with your staff. Regular updates will also help reduce stress and ensure that everyone is on the same page. In addition to internal communication, you will also need to inform clients, vendors, and other stakeholders about your move. Provide them with your new address, contact information, and any relevant details about changes to your business operations.
- Declutter First
Before you start packing, you should always dedicate time to decluttering your office space. Moving is an excellent time to get rid of outdated equipment, old files, and other items that are no longer needed. Decluttering will make the packing process more manageable and reduce the number of items you need to move, which can also help lower your moving costs. Throughout moving preparations, encourage employees to declutter their individual workspaces as well, and consider donating or recycling items that are still in good condition.
- Make an Inventory
Creating an inventory of all office equipment, furniture, and supplies is an essential step in staying organized during your move. An inventory list will help you keep track of everything that needs to be moved and ensure that nothing is lost or left behind. It’s also useful for insurance purposes in case any items are damaged or lost during the move. Organize your inventory by department or category to make it easier to manage.
- Pack with Organization and Care
Packing for an office move requires significant organization and attention to detail. Start by packing non-essential items first, such as decorations and archived files, and gradually move on to more essential items as moving day approaches. Take time to label all boxes clearly with their contents and the department they belong to, so they can be easily located and unpacked in the new office. Be sure to pack sensitive equipment, such as computers and servers, with extra care to prevent damage during the move. Hiring professional packers can also simplify this process, especially when packing delicate or valuable items.
- Transfer Utilities
Another important aspect of an office move is transferring your utilities in a timely manner. This includes setting up electricity, water, internet, and phone services before your move-in date to ensure that your office is fully functional from day one. Be sure to contact your utility providers well in advance to schedule the transfer and avoid any disruption to your business operations. It’s also a good idea to arrange for a final meter reading at your old office to ensure that you’re only billed for the utilities you used.
- Create a Floor Plan
Before moving day, create a detailed floor plan for your new office space. This plan should indicate where each department will be located and where furniture, equipment, and other items should be placed. Having a floor plan will make the relocation infinitely easier for the moving team, as it will help them place items in the correct locations and reduce the amount of time spent rearranging things after the move. Share the floor plan with your movers and employees so everyone knows what to expect.
- Prioritize IT Setup
To avoid any unnecessary disruptions and downtime, setting up your IT infrastructure should be a top priority during an office move. Coordinate with your IT team or an external IT provider to ensure that computers, servers, networks, and other technology are installed and operational as soon as possible. This will allow your employees to get back to work quickly and settle into the new space more efficiently. It’s also important to back up all data before the move to prevent any loss of information during the transition.
- Be Present on Moving Day
On the day of the move, have key members of your moving team present at both the old and new office locations to supervise. This allows you to oversee the process, answer any questions, and address any issues that may arise. Being present also helps ensure that everything goes according to plan and that the movers place items in the correct locations. It’s also a good idea to assign someone to be the main point of contact for the movers, as this will streamline communication.
- Unpack with Care
Once everything has been moved to the new office, take the time to unpack and set up your workspace carefully. Start with essential items, such as computers and office supplies, so that your team can resume work as quickly as possible. As you unpack, check items off your inventory list to confirm that everything has arrived safely. This is also a good time to make any final adjustments to the office layout and ensure that all equipment is functioning correctly.
Successfully Relocate Your Office
Ready for your upcoming office relocation? By following these steps, you can experience a streamlined move with minimal stress, allowing you to set up your new space with the utmost efficiency and care.
If you’re searching for reliable movers to help you through the process, count on none other than RLD Relocation & Logistics to get the job done. We offer high-quality commercial moving, packing, and storage solutions in Northeast Ohio and beyond, and our team has extensive experience in office relocations.
Request a free quote online or call us today to learn more about our solutions at affordable rates!
