Whether moving to a new floor or relocating to another town, an office moving checklist will help you navigate the relocation challenges. Moving offices can be overwhelming because, unlike moving houses, you have many documents to care for and electronics and furniture to relocate while ensuring production continues.
Once you decide to relocate, start by scheduling the move. Set the month and date for your relocation, and inform your team. Ensure you also set a strategy that ensures workflow during the migration. As the moving day gets closer, organize your documents and declutter. You can also get extra storage space for your additional files.
Office Moving Checklist
Failing to prepare for an office move can make the relocation challenging. Whether your lease has expired or you are looking for a bigger and better space, this office move checklist will help.
1.Plan for the Move
The first step to a successful office relocation is planning for the move. Look at your office, furniture, and device size to gauge how long the migration might take. Some big offices require days to relocate.
When preparing to leave, your schedules will get disrupted. For example, you won’t be able to hold meetings on that day or receive supplies. Therefore, ensure you talk to your suppliers to reschedule the deliveries and take your seminars to a different date.
You should also check your lease. Vacating the office without giving notice within the required time according to the rental agreement might cost you. In addition, some house management will not return your deposit. Therefore, inform the management some months before the move.
Another best way to plan for an office move is to set a budget. Of course, moving will be expensive depending on the size of the office and the distance to the new location. However, you can reduce your spending by reducing the office lunches you buy the employees.
2.Check the Terms of Your lease
Do you remember what the lease of your current office says about moving out? If not, check the rules to ensure you adhere to all. For example, if the premise management requires you to give a three-month notice before moving, do so.
Check other rules about getting back your deposit and things that can make you lose it. For example, will you be responsible for repainting the office when moving? And will you get your deposit if there are no repairs needed?
3.Announce the Office Move to Your Employees
Inform your employees about the relocation through a detailed newsletter or an email. In the email, tell them everything they need to know about the office move. You should also include details about the new office’s location, the transfer dates and their role in the relocation
You can ask for feedback from the employees a few weeks after the announcement to know what they think about the relocation. Ensure you ask them what they need; some may request a change of desks or sitting positions;
4.Strategize on the Workflow During the Move
The moving process might disrupt workflow, which could result in reduced profits. However, you can strategize a workflow system to ensure production continues throughout the move. That also helps the employees meet critical deadlines, helping the company meet its goals.
5.Declutter the Office Items
As the moving dates approach, you can start preparing for the office relocation. Decluttering reduces the unwanted items in the office, like old desks, chairs, worn-out electronics, and unused files.
Get an extra storage room if these items are still in good condition. You can schedule a door-to-door service. We’ll pick up your items from your office and store them. You can visit the storage premises anytime, and if you need something back, we’ll bring it to you.
6.Hire A Moving Company Early
You don’t want to wait until the last week of moving to get a moving company. Thankfully, looking for a company some weeks before the move helps you scrutinize a couple and select those with the best services.
Invite three moving companies for an interview and ask about their services. Ask them about their years of experience and how they carry on the moving process. You can also check the company’s website for feedback from previous clients.
When interviewing the moving company, ensure you ask about their charges. Some charge unreasonably high costs, so hire an affordable moving company. It is crucial to agree on the moving costs before the move and put it in writing if possible.
It would help if you also started packing early. It ensures you take less time on a moving day because you will have little left. Don’t forget to label the boxes for easier unpacking and reduce losing documents.
7.Get Cleaning Service for Both Offices
When researching how to organize an office move, ensure you find cleaners for your current and new office. That is important if your movers do not provide the cleaning service. You can also ask your building manager if they will clean the new office before you move in.
8.Get Experts to Fix Your Appliances
You need an expert to unplug and disable appliances like computers, televisions, and phones. You also need Wi-Fi installation in the new office and set up security systems. Ensure you hire a professional for a successful installation of the appliances.
Some devices like computers and phones need an IT expert. For example, if you need bathroom fixtures like shower heads, call a professional plumber to do it for you.
9.Decorate The New Office
Decorating the new office will take time, but you can start early. Get new lamps, hang paper prints, wall paintings, and office rugs. You can add easy-to-care greenery or false plants to make the space livelier. Decorating the new office makes you feel the change.
Final Words
Making an office moving checklist makes the transition easier. You can start by checking the terms and conditions of your current lease to know when to give a vacating notice. The next step is accessing the size of your current office, looking for movers, and informing the employees. Finally, as days get closer, you can start decluttering and packing some items.
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