A relocation of an office can be a daunting task. It involves a lot of planning and logistical considerations. This complex undertaking requires careful orchestration to ensure minimal disruption and business continuity.
This guide highlights the crucial role that commercial movers play in facilitating successful relocations. We also provide a checklist for each phase of the move. Our checklist will guide businesses through moving offices, from the initial planning stage to the final execution.
Checklist for Office Moves
You need a list to help you plan now that you have signed the commercial lease and located the perfect office. We know that moving can be a stressful process. That’s why we’ve compiled a list of things you should consider before moving.
We understand that every company has its leasing journey, and we have yet to time-stamp the steps. They are in whatever order you wish, regardless of the timeline. This office moving checklist will help you have a smooth move.
Plan Your Office Relocation
Step 1. Determine a Budget
Set a budget first, especially if you have limited funds. Plan how much money you’ll spend for each step. The following categories will require payment:
- Find out more about
- Packing Supplies
- Find out more by clicking on the following links:
- Other non-furniture items (e.g., coffee makers, coat racks, kitchen appliances)
- For example, furniture and telecom systems are included in the setup costs. Telecom systems, furniture)
- Cleaning Services
- Other services (e.g., interior designer)
Step 2. Appoint a Moving Coordinator
Someone must manage the internal moving process to avoid confusion and chaos. Nominate someone with great organizational skills and excellent communication within the company. This person must have the skills necessary to ensure a smooth move.
Here’s the trick: Make sure they are also a good delegator. Then, they can delegate tasks to the other members of the group. The task will be easier to complete.
Step 3. Hire a Commercial Movers
Your newly appointed moving coordinator can find reliable and trustworthy movers, but getting recommendations from others who have moved is also a good idea.
Determine if you need moving insurance and what protection you’ll require. This is especially important if you have expensive equipment. Your broker can provide you with advice.
Step 4. Consider Other Professional Services
Consider the following services, but they are not required:
- Professional packers can help relieve stress by saving you the time to package everything. They will ensure that all electronics are properly packaged and labeled.
- Hire a professional cleaner to avoid any cleaning charges from your landlord.
Step 5. Design the Layout
After you find the ideal office for your company, you’ll want to design an interior that reflects both your brand and is productive. Decide what furniture and items you need to furnish your office. Create a floor plan. Consider everything: office desks, chairs, couches, conference tables, phone booths, as well as equipment that is specific to your field. Check that your budget is adequate to meet all of your needs. If furniture costs exceed your budget, consider buying lower-priority items.
You will then need to create the seating plan once you have your floor plan.
It is important to know how long the item will take to arrive. You should order equipment that is slow to arrive.
Your landlord’s broker can suggest interior designers who fit your budget.
Step 6. Confirm Your Lease Details – Both Old and New
Confirm when you’ll take possession of your home. Once you have confirmed your possession date, let your landlord know when you plan to move out. Ask them what you need to do before leaving. Do you require the office to have any repairs or cleaning done? Are you returning anything? Knowing these things in advance will help you avoid unpleasant surprises. You can also budget for any extra costs.
Step 7. Internally Communicate Your Move to Your Employees
As you finalize the logistics of the move and near the date, it’s important to let your employees know all the details. You can inform your entire organization of the move. You should announce it at an all-hands session and follow up by sending emails and a schedule invite. The following information should be shared:
- The moving date. (If it is not yet set in stone, send a timeline.
- You must provide the new office address and directions (including which train lines or highways are nearby).
- What are the instructions for moving? When should they arrive in their new office? What should they bring with them? What do they need to bring? )?
- What will be the changes in their daily routine? (Will they have to work from home?) The office will be closing early to accommodate the move.
- New seating chart
You can receive updates on the moving process via email as you make decisions.
Be prepared to answer many questions as you work through the communication process. You should create a special email for the relocation to preserve employees’ questions in everyday work. The relocation committee can easily monitor this email to ensure quick responses.
Some employees may request a change in their seating or other perks. Decide in advance whether or not you’ll accommodate the requests, and ensure everyone is on board.
Step 8. Plan the Setup Process
Hire any services you require as soon as you can. You can select between one-time services, such as telecom installation, or services that will continue to be provided in the future, like vendors with a presence at your new location. Speak to your landlord if you need any installations. If your landlord is involved, you may have to follow certain procedures.
Just Before Your Office Move
Step 9. Take Inventory and Pack
Provide your employees with clear instructions on what to pack and how the moving coordinators will help. Give them the needed materials, like boxes, Sharpies, and packing tape. You will also want to show the kids how to label their boxes to make unpacking easier.
Packing materials are needed to prepare for the planned packing. You can hire packers or movers to do your packing. Tell them the materials and tools they’ll need to pack your furniture. It is crucial to label and take inventory of all your belongings. If hiring a moving company, take pictures of your entire home.
Donating or throwing away items you don’t need or want is another way to eliminate them. It’s easier to move when you have less stuff. Tax deductions are also available!
Step 10. Confirm All Details
There is no way to be certain of everything.
Share details with employees to help them prepare for the move. Include details such as the new floorplan and room for their belongings. Also, include the date they can unpack their items and how to set up their computer. You can dispose of their boxes quickly.
Step 11. Get What You Need to Get Into Your New Space
Ask your new landlord or building manager to provide you with any keys, keycards (for bathrooms and main entranceways), or entry codes you or your staff may need to access your building. At this time, ask about parking permits. Ask for any additional instructions to enter the building successfully on move-in day.
Collect all keys and passes the night before your move from any employees who have used the old office.
Step 12. Get What You Can Installed Before Moving
Install any equipment such as telecommunications, kitchen appliances, or other items before moving day. This will give you more time to unpack and find solutions for any problems before employees move in.
Step 13. Get to Know Your New Neighborhood
Start the process of connecting with new vendors earlier before moving in. Connect with new vendors sooner, before you move in.
Send information to your employees about the new location. Send them information about the new area. Include nearby restaurants, gyms, daycares, and other amenities.
Moving Day
Step 14. Have Your Dedicated Moving Team Oversee the Process
A small group of volunteers can help your moving coordinator manage the move. There’s much to do, from overseeing movers to ensuring the office is set up according to your floor plan.
Step 15. Conduct a Last Walkthrough
After the move, assign someone to take photos of the old office and document any damage. This is a good precaution if your former landlord attempts to charge you for damages your team did not cause. It’s also a good time to return keys and passes your team may have given you.
Step 16. Unpack
Set up your new home as soon as possible. You will likely leave your employees’ boxes unpacked. It is a great time to arrange furniture in common areas, conference rooms, and workstations. It is time to personalize and install functional equipment such as computers, phones, printers, or copy machines.
Step 17. Double-Check That Everything Works
Walk through the area to make sure that everything works. Watch out for:
- Electricity
- HVAC
- Bathroom Appliances
- Access points that require a coded entry
- All Locks
- Inform your new landlord immediately if you find anything that needs to be fixed.
After-moving Day
Step 18. Spread the Word About Your Office Move
Your clients and business partners should be notified of your new address! Email your clients to let them know your new address. Update your website and any other online presence. Update any printed material, such as legal templates or business cards, to reflect the new address. These items may be ordered before moving. You should update the following:
- Business Accounts
- Your website (s)
- Companies with social media accounts
- Banks and financial accounts
- Accounts Receivable & Payable
- Subscribe to Direct Mail
- Check out the sites and directories.
Step 19. Assist Employees in Getting Settled
Send clear instructions to employees on disposing of cardboard boxes and installing computers and connectivity at the new office. Prepare yourself for many questions and have patience throughout the process. It may take up to a week for employees to feel comfortable in their new offices.
Above all, enjoy your new space! It will take a while for your new office to feel like the old one. You can relax for the moment. Everyone has begun working, and everything is unpacked.
This checklist will help you plan your office relocation.
Conclusion
Moving an office requires a careful and strategic approach, balancing planning, coordination, and execution. By following a checklist such as “Strategic Relocation – A Comprehensive Checklist for an Easy Office Move,” you can ensure that all details, from hiring commercial movers to settling in the new office, are managed precisely. Attention to each step is important to avoid disruptions and ensure a smooth transition.
The role of commercial relocation services is crucial in this process. They provide the expertise and support needed to navigate the complexity of moving an office. Choose a moving service familiar with commercial moves’ challenges and unique requirements. Fast Movers of Sarasota is a great partner in this situation. They ensure that the entire move is done efficiently and professionally so you can focus on settling into your new office and returning to work.
Are you ready to move seamlessly and without stress? Select a reliable partner! Fast Movers of Sarasota offers top-notch relocation services tailored to your needs. Contact them today! You can move with confidence and ease into your new home. You can navigate your office knowing that each detail will be handled professionally and carefully. Call us or visit our website to receive a quote for your office move.
