Sunday, 19 July 2020

Organizing an Office Move: Office Moving Checklist

Moving to a new office space normally means the starting of a new phase. A trouble-free and smooth relocation is therefore important for the successful beginning of the new period in the life of the company and its employees.

Office moves, however, can be challenging and require meticulous organization and cautious planning – everything is required to move quickly and smoothly so that the period of transition is kept really short and normal business operations are resumed quickly.

Organizing an Office Move: Office Moving Checklist


Below is a checklist of how to successfully transition your business.

Three Months to Six Months Before Moving:
  • Determine the Schedule and Time Frame of Your Move: Zero down on a date when you want the equipment and staff to be shifted from the current office and create a thorough moving calendar listing all the tasks that need to be done.
  • Search for a Location That Suits Your Business: This involves figuring out the neighborhood you want the office to be located in, the kind of building that will work best, the required area and the like.
  • Distribute Responsibilities and Tasks: Assign responsibilities and tasks individually to every team member. Make sure you are aware of what is needed from them and educate them on the best way to perform their duties.
  • Inventory Management: Make a proper inventory of the equipment and furniture and choose which items to move and which ones to decommission or sell.

Also Read: Checklist for Hiring Movers and Packers in California


Two Months Before Moving Day
  • Plan for telecommunications and networking by getting in touch with your telephone and networking providers; move servers, get internet access in the new space and move your official phone numbers.
  • Change the address of your business with the IRS and USPS and also inform your bank, vendors, insurance providers, etc.
  • Go through your existing lease for conditions and requirements when returning the office space to your landlord.

A Month Before the Move
  • Transfer Utilities: Disconnect utilities in the old office and turn them on in your new space by move-in day.
  • Make the Announcement: Create a PR campaign to inform the staff and public of your relocation and also send letters to your key customers and business partners.
  • Create Labeling Systems and Packing Guidelines: Meet with the moving company to discuss the preparations and ensure labeling codes and packing methods are being used.
  • Keep Track: Tag all the equipment, furniture and supplies that have to be relocated. Also, decide what you plan to do with the left over –donate, sell, recycle or just throw away.

Two Weeks Before the Move
  • Make sure the new location is completely ready for the move (cabling, wiring, HVAC, security systems and the like).
  • Make sure you create copies of important company documents, scan paperwork, store important data on cloud, etc.

Moving Week
  • Inspect your new premises, make sure all demands are met and mount labels and color tags on the walls.
  • Distribute access cards and new keys to your employees.

Moving Day
  • Make sure the move coordinators from your company are on-site during the entire move.
  • Meet the crew members of the moving company and give them the information they require. Give them a heads-up about the special items and stay available so that the movers can get in touch with you when needed.
  • By being organized and proactive you can definitely make the move simple and easy to execute.


Saturday, 18 July 2020

How to Relocate an Office

The possibility of moving an office can seem daunting. However, it is only a process, and like most processes, it can be divided into a series of simple checks and tasks. With the correct process, you can make sure your office move is on budget, on time and hassle-free.

How to Relocate an Office

Be Clear on Your Motive for Moving the Office:

When searching for a good office location, you must first consider the reason for your move. Shifting your office space is a huge change and such changes are risky. You must ensure that you know precisely why you think a move is required and important for your business.

Consider the Requirements:

Make sure you speak with your management team and decide what you need to achieve with the new space. It could be more commercial space for the new staff, larger conference rooms, bigger warehouses or larger retail spaces. Take your business needs into account and the many ways your new office can assist the business in fulfilling these requirements.

Hire a Broker:

Brokers can assist you in finding a property. Good brokers can assist you in finding a property that will satisfy all your business requirements while staying within budget. Brokers specialize in specific buildings. Find out what you need in the new office location and look for a professional who is knowledgeable and specialized.

Read More: How to Survive an Office Relocation?


Discuss Locations with Stakeholders and Employees:

It is important to involve your stakeholders and employees in the decision, as it will affect them. Discuss all possible locations with them. Discuss the advantages and disadvantages of every location and go through photographs. Ask for everyone’s input and perspective.

Discuss the Move with a Commercial Mover:

All moving companies have their own specific procedures for relocating. Make sure you discuss the preparations that have to be done for ensuring a smooth move.

The provider may require the staff to pack up their own areas or cubicles in proper boxes. You must seek advice from the moving experts on the best way to pack for a move.

IT Department Should Be Prioritized:

IT department is extremely essential for operations for most companies. Request the moving company to move the IT department so that it is the first to get set up in the new office space. This can help in ensuring that the company begins running fairly quickly. You can also meet with the IT department to arrange for new equipment or upgrades before the move starts. This ensures that the technology department is running effectively and is up-to-date.
After the shifting you are required to clean up your old space. Several good moving companies have clean-up crews that come in after the space has been cleared and perform their duties. It is best to choose a commercial moving company that offers the best services at the right price.