Moving your office can be daunting, but the process can be streamlined and stress-free with the right planning and assistance. This article presents the ultimate 2023 Office Moving Checklist to ensure a smooth transition from one location to another. We’ve covered you, from essential steps like renewing your lease and selecting a reliable office moving company to practical considerations such as updating key cards and implementing new phone systems. Say goodbye to the hassle and let our moving concierge simplify the process while helping you save time and money.
Six months before your move
Review Your Current Lease
Take a careful look at your existing lease terms. Determine if there are any penalties or fees associated with terminating the lease early. Additionally, determine your obligations regarding property damages, such as chipped paint or broken light fixtures, including those that may occur during moving.
Get Quotes from Moving Companies
Research and gather quotes from various moving companies that operate in your area. Compare their rates and services to find ones that align with your budget and requirements. You can refer to our recommendations for top office movers and ensure you receive quotes from at least three companies.
Determine Moving Coverage Needs
Consider the nature of your business and any critical equipment or machinery that may be vulnerable to damage during the move. Assess if your operations heavily rely on specific items and whether obtaining higher coverage than the standard rate of $0.60 per pound is necessary. It is important to note that the standard rate means you would receive a mere $30 for a 50-pound desk if it were to break.
Set a Budget
Set a comprehensive budget to guide your relocation process. You can prevent overspending by having a budget in place from the beginning. Identify areas where you can cut costs, such as allowing employees to pack their belongings instead of hiring professional packers.
Assemble a Planning Team
Designate a central point person for the move and involve upper management as needed. Determine the key individuals who should be part of the planning process and delegate responsibilities accordingly. This will ensure an organized and efficient relocation.
Ensure Adequate Resources for Heavy Machinery
If your office has heavy or specialized machinery, verify that the moving company you choose has sufficient movers and the right equipment to handle it. Confirm this well in advance to avoid any last-minute surprises.
Three to four months before your move
Three to four months before your move, planning the logistics to ensure a smooth transition carefully is crucial. Here are the steps to follow:
Lock in Your Moving Date
Once you have confirmed the new office space for your company, take immediate action to secure your moving date. Make a reservation with a reputable moving company or explore alternative moving arrangements that suit your needs.
Notify Your Current Landlord
You must promptly inform your current property manager once you receive confirmation of your company’s move date. Contact them and provide the details of when you plan to terminate your lease agreement. This will allow them to make the necessary arrangements on their end.
Create a Moving Plan
Develop a comprehensive moving plan with a checklist of all the necessary actions and deadlines. Consider tasks such as setting up phone and internet installations, transferring utilities, and coordinating with employees.
Assign Responsibilities to Team Members
Assign specific responsibilities to team members who will be involved in the move. Clearly define their roles and ensure everyone understands their tasks and deadlines. This delegation of responsibilities streamlines the moving process.
Notify Employees of the Upcoming Move
Notify all employees about the upcoming move and provide them with relevant information. Set clear expectations and communicate any changes affecting their work or daily routine.
Notify Local Partners and Suppliers
Inform local partners, affiliates, and suppliers about your relocation. Update them with your new contact information and discuss any potential impacts on ongoing projects or collaborations.
Review Special-Item Office Furniture or Equipment
Prioritize the review of any unique pieces of furniture that require special attention during the move. Determine if you need professional assistance for disassembling complex machinery or handling potentially hazardous materials. Taking proactive measures ensures a smooth and safe relocation process.
Hire an Interior Designer
If your new office space requires landscaping, decorating, or any other aesthetic improvement, now is the time to arrange for an interior designer. Their expertise will enhance the ambiance and functionality of your new workspace, creating a pleasant environment for your team and visitors.
Order Specialized Equipment
Identify any equipment that your company plans to replace or upgrade. If these items necessitate a lengthy production or shipping period, placing the orders well in advance is advisable to ensure their timely arrival on the scheduled moving day. This proactive step helps minimize disruption and ensures a seamless operational transition.
Two months before your move
Design a floor plan.
Start by creating a detailed floor plan for your current office and the new office space. This involves mapping out the layout and determining the optimal placement of equipment, desks, and furniture. Consider factors such as the number and locations of ethernet connections, power sockets, and common areas. By planning ahead, you can ensure that more oversized items are placed in their designated spots right from the start, minimizing the need for rearrangement later.
Arrange for phone and internet installation.
Begin the process of finding a reputable company that can provide phone and internet services for your new office. Coordinate with them to schedule the installation well in advance of your move. If you have enlisted the services of a full-service office mover, they may be able to assist you directly in making these arrangements.
Develop a plan for setting up computers and IT systems.
Determine whether your existing IT staff will be able to handle the setup of computers and IT systems in the new office or if additional assistance will be required. If necessary, explore the option of hiring extra help to ensure a smooth transition of your IT infrastructure.
Conduct an audit of keys, parking passes, and access cards.
Create a comprehensive master list that includes details of every employee’s keys, parking passes, and access cards. Use this list as a reference point to keep track of outstanding access cards that need to be collected before moving day. This will help you maintain security measures and prevent any issues arising from misplaced or unreturned access cards during the transition period.
Terminate any special services at your current office.
It is essential to inform the landscaping, security, or cleaning services that your company is relocating so that they can discontinue their services once you have vacated the premises. This notification ensures a smooth transition and avoids any unnecessary charges or misunderstandings.
Explore business insurance options.
If your current insurance policy cannot be transferred to the new office, it is crucial to research alternative insurance options well in advance. This proactive approach ensures that your business remains adequately protected and compliant with any legal requirements.
Invest in new furniture or equipment.
Enhancing the aesthetic appeal and functionality of your new office is essential. Prioritize replacing worn-out furniture and sprucing up the overall decor to create a positive and professional environment for your employees. If your move also involves expanding your workforce, remember to purchase an ample supply of desk chairs, bulk desks, and other necessary equipment. Additionally, consider ordering recreational items like a spike ball set for the break room to foster a pleasant work atmosphere.
Arrange secure offsite storage.
If your new office lacks sufficient space to accommodate archived files or seasonal decorations, it is advisable to secure an offsite storage unit nearby. This solution ensures that your important documents and festive items are safely stored and easily accessible whenever needed.
One month before your move
Inventory and tag furniture, equipment, and office supplies
It is crucial to carefully inventory and label your office’s furniture, equipment, and office supplies. This will help prevent any loss or damage during the move, especially valuable items like award plaques or trophy collections. Take photographs while cataloging the inventory to have visual documentation in case you need to file an insurance claim or provide evidence later.
Collect moving supplies
If you expect your employees to pack up their own desks, ensure they have access to an adequate supply of moving materials. This includes cardboard boxes, packing tape, bubble wrap, and labeling materials. Providing these supplies will make the packing process more organized and efficient.
Transfer utilities
Coordinate with your utility service providers to schedule the cancellation of services at your current office location. Simultaneously, research and arrange for utility setup at your new office. This will ensure a smooth transition and uninterrupted access to essential services like electricity, water, internet, and phone lines.
Creating a Change-of-Address List
Creating a comprehensive change-of-address list is crucial to keep your clients, and customers informed about your relocation. Send out notifications via email or traditional mail to inform them about your new office address and contact details. This will help them update their records and ensure continued communication with your business without any interruptions.
Updating Company Address Listings
Updating your company’s address listings across various platforms is essential to avoid disruptions or missed opportunities during the move. Here is a list of subscriptions, mailing listings, and websites where you should update your current address:
- Business account
- Social media accounts
- Company site
- Financial and Bank institutions
- Magazine and newspaper subscriptions
- Accounts receivable and payable
- Listings on platforms like Google, Yelp, and other review sites
Two weeks before your move
Finalize plans with your moving team.
It is crucial to have a detailed itinerary for the days leading up to the move. Coordinate with your moving team to ensure everyone is on the same page, especially if packing and hauling are needed while other office parts are still operational.
Order keys and access cards
Order keys and access cards for your new office well in advance to avoid any delays or complications on move-in day. This will ensure that they are ready to be distributed to the appropriate personnel when you relocate.
Confirm internet and phone installation.
A smooth transition of your operations is essential, so arranging to install internet and phone services in your new office is important. Hire a reliable team to handle the setup so you can resume your business activities without interruptions.
Confirm computer and IT services setup.
Assess whether your internal team possesses the necessary skills to set up computer systems and IT services in the new office. If they do, make sure to communicate internally and assign responsibilities accordingly. If not, hiring professionals who can handle the setup efficiently is crucial.
Pare down office inventory.
Take this opportunity to declutter and reduce the amount of unnecessary items in your office. Dispose of any worn-out furniture or outdated office decor that is no longer needed. Some moving companies even offer disposal services, making it easier for you to streamline your office inventory.
Back up important documents and data
Prioritize the backup of all essential documents and data before the move. This precautionary measure ensures that your files are protected in case of damage during transit or any difficulties in rebooting systems at the new office. Safeguarding your information is crucial for business continuity.
One week before your move
Plan ahead
- Before your moving day, it’s advisable to thoroughly inspect your new office space. Before moving in, this will help identify potential issues, such as hanging wires or malfunctioning lights.
Communicate internally
- Take the time to review the schedule for moving day. Discuss the arrival time of the movers, identify the individuals responsible for granting them access to the premises, ensure that the necessary items are prepared for the movers, determine who will be present during the move, and designate someone to secure the facility once the movers have completed their tasks.
- Send out reminders to employees regarding the need to pack up their personal belongings. While employees should be responsible for their items, it might be necessary to coordinate with the IT department or professional movers for laptops, monitors, and other company-provided IT equipment.
Things to consider
- Ensure that you have an ample supply of packing materials. Purchasing extra materials in advance is wise if you are concerned about running out of packing supplies. This way, you can avoid any last-minute scrambling and return unused materials later.
- Take the necessary precautions to protect your belongings and the current office space. Stock up on surface protectors, moving blankets, or any other safeguards to help prevent damage during the moving process. Use these packing materials strategically to avoid paint chips, scuffs, dents, broken light fixtures, or any other potential harm to your belongings and the premises you are vacating.
The day before your move
Complete the task of packing and labeling.
Take the necessary steps to ensure your state-of-the-art copier and break room foosball table are handled and packed with care. Clearly communicate this requirement to the individuals responsible for the task, whether it’s professional movers or a colleague who always seems to have tickets to the “gun show” for sale.
Collect parking passes, security cards, and keys.
Utilizing the inventory list, gather all access cards belonging to employees. It is essential to deactivate and dispose of these cards appropriately to maintain security protocols.
On a moving day
Ensure the lights are turned on: It is crucial to have a well-lit and comfortable environment for conducting business. Before settling into your new space, ensure all the necessary utilities, such as power and water, function properly. If there are any issues, promptly contact your utility companies to troubleshoot and resolve the problem.
Organize your office setup.
Utilize the blueprint or outline you have prepared for your new office space to efficiently arrange your machinery, equipment, and furniture. If you have enlisted the services of a moving company, their transition planning expertise will be valuable during this stage. Some moving companies may even offer professional staging services to assist you in setting up your office space effectively.
Connect your phone, internet, and IT systems.
They may include this service in their package if you have engaged a professional moving company. Otherwise, you must coordinate with your local service providers to ensure your office fully connects to essential communication and information technology systems.
Conduct a thorough walk-through of your previous office and document any damages.
It is important to carefully inspect your vacated office to identify any items that may have been overlooked during the move and need to be transported to your new location. Additionally, take the opportunity to survey and record any property damage that may have occurred during the moving process. This documentation will be useful for reporting purposes and addressing any necessary repairs or insurance claims.
After your move
Thoroughly Test Technology Infrastructure
Prioritize testing essential devices such as phones, computers, Wi-Fi connectivity, cable connections, and IT systems. Conduct comprehensive checks to ensure that all technology is functioning optimally and address any troubleshooting requirements promptly to minimize downtime.
Validate Lease Termination and Address Updates
Take meticulous measures to confirm the proper termination of your previous lease agreement. Additionally, ensure that all relevant stakeholders, including clients and business partners, have been notified of your relocation. Keep updating your address in all relevant online and offline materials to maintain accurate and consistent communication.
Delegate Employee Responsibilities for Unpacking and Setup
If professional movers have not already undertaken the task, assign designated employees to unpack and organize equipment, furniture, and supplies. Instruct them to remove tags from items and stock supply cabinets efficiently. By having sufficient employees dedicated to these tasks, your business can expedite the process of becoming fully operational again.
FAQs (Frequently Asked Questions)
How far in advance should I start planning for an office move?
It is recommended to start planning for an office move at least six months in advance. This allows sufficient time to review leases, obtain quotes from moving companies, and assemble a planning team.
What should I consider when reviewing my current lease?
When reviewing your lease, pay attention to any penalties or fees for breaking the lease early. Also, clarify your responsibilities regarding property damage during the move.
Should I hire professional movers for an office relocation?
Hiring professional office movers is highly recommended for a smooth and efficient relocation. They have the expertise and equipment to safely handle office furniture, equipment, and other items.
How can I minimize downtime during the office move?
Minimize downtime by creating a detailed moving plan, assigning responsibilities to team members, and coordinating with service providers in advance. This ensures a well-organized and timely transition.
Can I transfer my current business insurance policy to the new office?
It depends on the insurance provider and the terms of your policy. Contact your insurance agent to discuss whether the policy can be transferred or if you need to explore other insurance options for the new office.
Conclusion
In conclusion, when preparing for an office move in 2023, it is essential to have a comprehensive checklist to ensure a smooth and efficient transition. By establishing a budget from the start and delegating responsibilities within your organization, you can streamline the process and minimize any potential disruptions. Additionally, seeking professional assistance, such as from SecureSpace Self Storage, can provide invaluable support, from packing and setup to transition planning and junk disposal. You can avoid any unforeseen challenges by addressing logistical details in advance, such as mapping out the new office and ordering keys. With proper planning and the right resources, your office move in 2023 can be a successful and stress-free experience.
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