Moving offices is stressful. There are many things to do and the time goes quickly. And, it’s easy to forget important tasks that can make the office moving day go smoother. A lot of business owners are faced with the question of how exactly to relocate their business. Whether it is because they need more space, want a change in scenery, or are looking for lower rent/costs, there are many reasons to move your office. If you’re thinking about relocating your business and have some questions on how best to go about planning an office move, then this guide will be helpful!
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Understanding the basic elements of an office move
The first step in planning an office move is understanding what it involves and ensuring that you have everything ready. You should determine if your existing business insurance will cover the process moving, or whether you need to arrange supplemental insurance coverage for this occasion. Also consider making a list of all equipment, furniture, and other items inside the space so that there isn’t any confusion when the time comes to pack up and unload. This includes taking photos or creating diagrams of your office layout, which can be helpful if you need someone else (like movers) to help with the relocation process.
When it’s time for moving day, make sure that everyone on staff knows what is happening and has an assigned task. It will take about two weeks to fully clear out your office space, so you’ll need the time before that date to ensure everything is packed and ready. Office moving is a very complex process and in order to make it as smooth an experience as possible, you must plan ahead. As soon as the decision is made that your business will be moving offices, work with a commercial mover who will provide guidance on the proper steps to take in order to have a successful relocation. There are many things to do when planning for an office move like getting a new office space, arranging for the removal of old furniture and fixtures from the current location to the new one. You need to be prepared with the right team to take care of the packing, transportation, and unpacking.
Office moving is a time-consuming process that requires plenty of patience. However, if there are any hiccups during the course of office relocation, it can create unnecessary panic for everyone around. Ensure your business or commercial establishment runs smoothly by allocating jobs and tasks to each person in the office and that your moving team is fully aware of the details.
Why move an office? Here are some potential benefits:
When it comes to the benefits of office relocation, it all depends on the reason for moving. Maybe you want more space or are looking for a lower rent/costs. There are many ways in which planning an office move is beneficial for your business or commercial establishment, here are some of them:
Improved productivity and efficiency within the company
The new office space may give employees the opportunity to explore and interact with each other in a more open setting. This is because some work environments tend to be too regimented, which can cause people to lose focus or miss out on important opportunities for interaction. A change of scenery could be beneficial as it gives your business a fresh start after moving from one location to another.
Increase profitability through better utilization of resources
New office space might help you get more out of your existing equipment/assets. For example, if the current office is too cramped, then it will be difficult to conduct meetings or conference calls whenever necessary. This can have a serious impact on business growth and development in terms of communication with clients and employees alike. You need to seriously consider upgrading the office space to reap the benefits of enhanced productivity.
Increase in employee morale
When employees are required to work for extended hours, it is important that they do so within a comfortable environment. If their immediate surroundings are somewhat dim or cramped (for example, if there isn’t much room or natural light), then chances are they won’t perform at their best.
Better exposure to potential customers increases brand awareness
Having an office space that is easily accessible by customers or relevant target markets will make it easier for your business to get noticed. This can help you increase brand awareness and build a reputation for yourself among the masses without much effort on your part. If people working in the new office are required to interact with clients, then this should be taken into consideration when choosing an office location.
Minimize overhead costs by optimizing the use of resources and staff
When it comes to keeping costs low, nothing can beat choosing the right office space. If your current location isn’t suitable for business needs any longer, then you should think about relocating to a better one that will allow you to improve operational efficiency while minimizing overhead costs associated with rent/lease payments and employee salaries along with other expenses like electricity bills and maintenance.
It is up to you whether your commercial establishment will move into an existing building, buy land and construct new buildings, or remodel the current ones according to your needs. With all types of office moving, there are many factors to consider when planning the move. Let’s dig into the details.
A step-by-step guide to planning an office move
There are many things that need to happen in order for your business or commercial move to go off without a hitch. Here is a step-by-step guide on how you can plan an office move:
26 weeks before the move
- Assess your office space
The first step should always be to assess the current office space needs before planning an office move. You need to determine whether or not your business is currently occupying all of the available floor space and if so, what areas are underutilized? This way, you can identify which parts of your existing location might work better for other purposes like storage or as a break room.
- Evaluate your business needs
Once you are done assessing your current office space, the next thing to do is evaluate your business needs. For example, if there isn’t enough room for everyone in a single meeting then it might be beneficial to get more meeting space or if employees complain about lack of privacy then perhaps they will appreciate having their own personal workstations that don’t have to be shared with colleagues. You need to stay up-to-date with what your employees think and feel about the office space as it will affect their morale and productivity levels.
- Gather all your files and documents that are currently in the office
You should organize and gather all files and documents that are currently in the office as they might be necessary during the move. If you have a new location then it is important to ensure that everything gets transferred over safely.
- Sort through them to find any sensitive or confidential information, then shred it
Sort through your files and documents that are currently in the office. Go through them methodically looking for any sensitive or confidential information, then shred all of it so there is no risk of someone gaining access to it who shouldn’t.
- Take inventory of what you need for your new office space
Once you have assessed the current office space and evaluated your business needs, it is time to take inventory of your office furniture and supplies, which is a list of items that will be needed for the new office. This includes furniture, equipment, supplies, etc. Make sure to include absolutely everything because there’s no use moving any unnecessary or excess items as they’ll only end up taking up precious space at your new location.
- Make sure the new space is big enough for all your work needs
It is important to make sure that the new space you are looking at has enough room for all your work needs. This means checking square footage and amenities like parking spaces or conference rooms. If there isn’t sufficient parking then it might be difficult for employees to get to work on time every day which can lead to losses in productivity along with increased stress levels.
The new space should also have all the necessary amenities, such as a kitchenette for employees to use during breaks or storage spaces if your current location doesn’t have them.
- Create a timeline for when things should be completed
Create a timeline for the planning process. This should include when things like ordering furniture or packing up all small items need to be completed so that there is enough time to get everything done before your move date, which will allow you not to rush anything and cause mistakes in the future.
- Plan out how much time will be needed to move everything from one building to another
With the help of your office moving company, you should plan out how much time will be needed for you and your staff members to move everything from one building to another. Do not underestimate the amount of time this might take – it could range anywhere from a few days or even longer, depending on how large the business is and what kind of items there are that need moving over.
In most cases, there are many reasons why you should hire commercial movers, especially if there’s a lot of heavy equipment or high-value items that need transporting. If this is the case then it would be prudent for an inventory list to be created so all your staff knows what needs to be moved along with who will oversee its relocation and where it should go once at the new office.
Not having enough time to plan out the office move could lead to mistakes, stress, and loss of productivity. By planning ahead it will keep these undesirable factors at bay while also allowing you to take control of your surroundings better which is important for business growth in any location.
13 weeks before the move
- Start packing up your office space
A few weeks before the moving day, it’s time to start getting your office space ready. You should begin by clearing up any clutter and packing everything within the premises into boxes. When you are done, make sure that all items have been properly labeled with their corresponding contents using sticky notes or masking tape.
- Make a list of all the things you need to do before your move
It’s advisable that you create a list of all the things required to be done before your office move. This will help you stay on top of the situation and ensure that nothing falls through the cracks when it comes time for business activities to resume in your new location.
- Create an office checklist with everything on your list and work through it one by one
Once you have your list ready, it’s time to create an office moving checklist so that everything will be properly taken care of before the day arrives. One thing is for sure: if you don’t take any steps now, then business operations in your new location won’t go as smoothly as desired.
- Get a quote from your moving company
There are pros and cons of choosing a moving company to handle your office relocation. On one hand, they can help you save time on packing items yourself while also providing suggestions on how best to pack certain types of equipment or furniture that will be transported during the move. What’s more is that if something were to get damaged along the way, you can always file a claim with your moving company to get reimbursed for the costs of repairing or replacing it. However, this is where things become less straightforward because if you didn’t do good enough research there could be fees that you might not have been aware of before hiring a specific mover.
- Take photos or videos of anything that might be difficult to relocate
If you’re planning to take photos or videos of anything fragile, important, and/or valuable that will be transported during the office move then this is a good time to do so. This will help in case there are any items damaged along the way because it could serve as evidence if your moving company doesn’t provide adequate care when handling them.
- Visit the new space in advance
Before the big day arrives, it’s best to visit your new office space in advance and make sure that everything is in order and there’s enough room for everyone who’ll be working there. Moving into a smaller or larger property than you’re used to can present some challenges when moving business operations but if something like this does happen then it shouldn’t prove too difficult especially if you’ve already made an office space plan and put everything in place.
- Send an email to all employees about the upcoming office relocation
Once all of the previous steps have been completed, then it’s time to announce it to your employees about the big move and set a date for everyone to meet at their new office location.
- Schedule meetings with HR and IT staff to discuss their needs during the transition period
Before the big move happens, make sure to schedule a meeting with IT and HR staff as they will likely have some needs that need to be addressed before your business can continue operating at full capacity. For instance, it’s important to check whether or not Internet service will be available and ready to use at the new office. It would be unfortunate if your employees can’t get any work done because they’re not connected to the Internet!
- Determine if there are any special permits or licenses required to run your business at this location
The next thing you want to do is move into a building only to find out that there are certain permits or licenses required before your business can open its doors. Failing to meet these requirements could result in fines, closures, and even jail time for those responsible so it’s important not to take this part of the process lightly!
- Organize files on the computer or hard drive
After the last step has been completed, you should begin organizing files and folders on your computer or external hard drive. This includes filing away some of them while deleting others that are no longer needed while also making sure that everything is stored in a safe place where it can be easily retrieved once business operations resume in the new location.
- Back up computer data
Last but not least, make sure to back up all your computer data. This is a precautionary measure that can help prevent any major losses or damages if anything were to happen during the move. If you’re unsure about how best to do this then it’s recommended that you work with an IT specialist who can explain all of the necessary steps in greater detail.
As you can see, a successful office move requires careful planning and attention to detail. Throughout this guide, we have provided some resources that may be helpful for your business in moving out of its current space or finding a new one. However, it is important not to underestimate how difficult an office relocation project can be for both employees and their managers alike. That’s why at Treasure Moving Company, our dedicated team will take care of all aspects of your upcoming office move so you don’t have to worry about anything but making sure everyone has moved into their new workspace! Contact us today at 855-715-6683 for your free moving quote. Our expert team is ready to help you find success in this endeavor by providing customized office moving quotes that are tailored just for your business!