Excited about the bigger office space in the other end of town? Regardless, whether it’s for development purposes or change of scenery, office moving can be very unsettling. It doesn’t get any worse than relocating the employees and the money-making machinery behind all your earnings.

A successful move is dependent on adequate preparation and planning from the top management. Cause one mistake, and you may lose up to millions of dollars. It could result from downtime, missed invoices, and paperwork errors.

The good news is we have come up with an office moving checklist that, if followed, will keep you on top of the dreaded change.

 

Office moving checklist

  1. Establish the timeline

You may have ongoing projects and those important dates for every business, and you wouldn’t want to cause significant interruptions. Also, confirm when the building’s lease expires before setting the moving timeline. Once it’s set, your property manager should know your plans, same to the employees. The staff will have specific tasks during the move, so it’s best to keep them informed about any new developments.

  1. Examine the new space

It is a critical step in the new office checklist. You need to analyze the space. For instance, what are its IT capabilities? Comparing the current and the new area, should the workstations change? It will help you establish a form of blueprint onto what the new space should look like. Determine where the electrical outlets are and where the cubicles will be positioned. As you develop the layout, don’t forget the lobby area. Ensure it is adequately spaced. If not, you can find ways of expanding it. Then onto the walls, could it use some painting? If yes, you need to hunt for a good painting contractor early enough to avoid last-minute rushes and, as a result, shoddy work. Do the floors need refinishing? A carpenter can easily make out ideal changes to the system.

  1. Make changes to the company’s materials

You have to let your business associates know about the change. Relevant contacts may include suppliers. Company’s materials like business cards and other marketing materials will need upgrading. Additionally, it’s an internet world. So, don’t forget your online website; update your customers to avoid any inconveniences.

  1. Declutter

The office may have several unnecessary items taking up space for no reason. There is always that storage room, almost like the waste accommodator. And probably it’s been pouring with old and broken shelves and chairs that don’t get noticed every financial year for repairs. Get rid of those! Items that others may find helpful should be donated, especially if they won’t have space in the new office. There are also like a thousand documents you don’t need, so shred them.

  1. Develop an inventory list

How many desks and chairs does the company have? Maybe you know the exact answer, but it’s typical not to notice missing items amid packing and unpacking. So, creating an inventory list is one of the items in the office relocation checklist. It includes the furniture, assets, and miscellaneous items. It’s best to always have a hard copy for record purposes.

  1. Plan the budget

One of the headaches of moving is the finances involved. Office moving can be costly, and this is just the relocation part, not talking of downtime. So, before setting a budget, come up with all the possible costs. It will make establishing a budget that answers all your needs easier.

  1. Get the space ready for you

Before relocation day, set up the utilities, including water, gas, phone, and electricity. If you opt to move your office with the help of your employees with rented vehicles, you may save some money upfront. But the stakeholders may not take it lightly if there are high costs due to damaged machinery or furniture. So, getting professionals is usually the best way to go. In such a circumstance, it is advisable to establish that the moving company can access the loading zone in the current building and the unloading area in the new one. With exclusive access, it will make their work effortless. This way, they can use the elevators and loading docks. Speak with the new building’s manager to find out what is possible and not. And when the day comes, notify the movers about the items that should go to specific spaces. Consider sticking the labeled hard-copies on the rooms as well as the furniture and equipment. It will foster organization, and in turn, make your work straightforward.

  1. Hire a professional mover!

Your employees may be up to the task with the heavy lifting and the top management, a good team of coordinators, but you can never compare anyone’s job to a professional’s. How do you find the best moving company? Planning an office move checklist should include getting a list of companies and their quotes. Find out their experience in the industry, and check out their reviews. Do they incorporate advanced equipment? After all, who wouldn’t want to track their expensive furniture?

 

Create an office moving checklist

Apart from being daunting, moving could get more complex. But with the above office moving checklist, you can ensure you have a smooth relocation to the new site and reduce downtime, saving the company millions from a poor transition. It’s highly advisable to get reliable movers who know their way around to facilitate an effortless move!

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