Moving offices is no small task. There are so many moving parts to consider. Plus, you want to be down as little as possible to avoid losing money.
Read on for the 9 steps you can take to plan and execute an office move.
Step 1: Announce the Move
Communication with employees when relocating offices is vital. Once you have the new location details sorted, figure out how you will let employees know.
It might be in a town hall, newsletter, email blast or dedicated webpage. Regardless of the format, be sure to make the information about the new location and move details as comprehensive as possible.
Include the new office address, moving dates, a key feature of the new location, the reason for the move and when employees can expect more information.
Step 2: Make a Plan
A smooth office move is one that is well planned and executed. Once you have the dates of your move, you can start to make a plan and a timeline.
Try to make a strategy that is as least disruptive to business operations as possible. Planning properly now will mean fewer snags down the line.
Choose one point person to be in charge of the move details. This person will delegate tasks and organize the move systematically.
At this point, your move manager will need to create a timeline to help each stage of the moving process gain visibility.
This will give your team a realistic view of the complex move. It also helps break the move into smaller tasks that can be handled.
Step 3: Hire Movers
Moving offices is a huge undertaking. You will want to hire professional movers to make this process flow as smooth as possible.
Be sure they can accommodate your requests such as flexible moves over a series of days or after-hours moves.
Step 4: Get Moving Committee Volunteers
Your employees will generally be excited and curious about the move. You can recruit volunteers to make up a moving committee.
Duties of committee members could have to do with planning, packing, unpacking, organizing, and even office design.
Be sure to get this approved so that employees can work on this committee during work office hours.
This committee can report to the move manager or can be assigned tasks by the move manager. Either way, it’s great to spread the load out among more people.
Step 5: Use Office Move Checklists
A well-ordered checklist can help you stay on top of planning an office move without forgetting big or small necessary tasks.
You can create a checklist for employees that outlines their part in the office move. This can include labelling their monitors and packing supplies in boxes etc.
An office move checklist can make relocating so much simpler. You can use checklists for every aspect of office moves such as communications, ordering supplies, packing, moving-day tasks, setting up the new office and so on.
Step 6: Clean House
When relocating offices, it’s a good idea to purge and get rid of stuff you don’t need. It will make the move easier and help you set up your new space without unnecessary junk.
Now is the time to shred and get rid of old files, broken or unused furniture, outdated IT supplies like old printers, keyboards, modems, servers (you likely have a lot more than you think).
If you have stuff you’ll be getting rid of, make a plan to donate or recycle those items. Various non-profit organizations that accept used tech and donate them to those who need them.
Step 7: Order New Supplies
If you will need any new equipment or furniture for your new location, order these well in advance.
You can generally coordinate with suppliers on when you’d like the items delivered. That way you can have them sent to your new location a day or two before the move so you can settle in quickly without delays.
Step 8: Change your Address
Before the move, update your address on letterheads, business cards and such. You should have your company documents with the new address before you relocate.
You will also need to update your address on your website and various other places online such as Yelp, social media, and online directories.
Make sure your vendors know the new address so deliveries are sent to the right address.
Step 9: Pack in Organized Stages (and Start Early)
In order to avoid panic and an overwhelming move, you should start packing well in advance of the office move.
You’ll be surprised at how much you can pack ahead of time. Plus, it is easier to get it all done when you focus on small increments at a time.
The best way to pack an office is to separate items into one of three categories.
1. Early bird items are those that you rarely use but will need to keep. You can start packing these right away. Make sure you label the boxes well.
2. Make-do items are things that are nice to have on hand but aren’t crucial for production. You can pack these in the weeks leading up to the move.
3. Necessities. These items will need to be packed the day before or the day of the move. For example, employee workstations, technology and so on.
As you pack, be sure to have labeling supplies. This will make settling into the new location so much easier.
You can use cards so that your movers can follow the layout chart to place the boxes where they need to go.
Final Word on Organizing an Office Move
There you have it! An efficient, organized office move in just 9 steps.
Remember, the more planning you do in the beginning, the better your move will go.