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Key takeaways
- The post says an office move needs an early, detailed plan, employee communication, a meeting before the move and an experienced office mover.
- Designate a move manager, who can be someone at your company or your commercial moving partner, to coordinate the details and stay in contact between the movers and employees.
- Clear the clutter weeks before the move, have staff sort files, drawers and desks, and have each employee move their own valuables and personal items separately.
- Staff should label and color-code their packed items, the movers should inventory what is loaded so it can be checked off at the new destination, and modular furniture such as cubicles needs a plan for disassembly and reassembly.
- Label cables and take photos when disconnecting IT equipment, and learn the rules of both buildings, such as elevator reservations, whether you can move during office hours and floor and common-area protection.
Planning for an office move takes some time and coordination of your employees to be successful. It's important to set up a detailed moving plan early, inform your employees of the upcoming transition and get everyone on board with a meeting before you move.
In addition to estimating your moving budget and assessing the size of the project, selecting an experienced office mover is key. Business moving requires proper planning of a successful project and a commercial mover can make the process much easier. To get started, we've helped to create a timeline for you. As a business owner or business manager, following these points will help your move be as stress free as possible.
Designate Your Move Manager
A move manager is a person who helps coordinate the logistics of the entire process. They can be a member of your company if you have someone who has the skills, or your commercial moving partner can help do this for you.
The move manager will oversee the details and to meet with the moving company. They will coordinate between the moving company and the employees ensuring that things are progressing on time.
Clear the Clutter
One of the best times to clean out all office furniture such as desks, files and storage areas is weeks before the move. Arrange for staff to go through files, drawers, shelves and desks to clean and organize so that you’re only moving necessary items.
Have each employee move their own valuables or personal items separately. Office moving companies like Bailey's Moving & Storage can help by providing cardboard boxes or plastic totes to help.
Which Moving Company?
Selecting a qualified mover will make the difference in having your relocation go smoothly. We highly recommend that you research the companies in your area and find out who can move an office of your size and ask questions.
If your budget allows, hire a company that specializes in office relocations as they can help with packing supplies, pack, load, unload and set up at the new location. Evaluate your needs, plan accordingly.
Staff Meeting
Meet with your staff for instruction on packing their own office space. Give a quick overview on what to pack and how you’d like it done. Typically, this is in the form of an office moving checklist.
Labeling items individually is critical at set up on the other end. Color code and mark each item or box. This lessens the chance of mixing items when you start to unpack. The moving company should inventory each item loaded to be checked off at the new destination.
Cubicles
Is the modular furniture moving with you? If so, decide how and when this is to be disassembled and reassembled. If you need help, your mover can help with furniture installation. Have a detailed discussion with the moving company for the timing on this as that will impact your set up at the new location.
Common Areas
These spaces will also need to be packed, color coded and labeled. Assign someone to take charge of these areas and coordinate with the moving company exactly what goes and what stays such as plants, tables and chairs, mini fridges etc. You may have artwork that needs crating.
Handling IT
Disconnecting and reconnecting equipment is an important part of moving, and it's like one of the moving services that your moving company can offer. Label all cables and wires and it may help to take photos!
Even if you're a small business, this can be difficult to manage, so make sure to stay organized. Keep all cords organized and together by color coding each employee destination working location. This detail and organization will help at the destination to get equipment up and running a lot quicker.
Building Regulations
Know and understand the rules of the current building and the new office space. Schedule elevator usage – learn if you can move during office hours or is your building will require non-business hours only. Review the building protection requirements for the common areas, floors and elevator.
Conclusion
Moving offices down the street or even long distance moving requires planning, but it doesn't have to be hard. With the the right strategy, expectations and planning your move should go relatively smoothly. Hiring a professional courteous and full service moving company and meeting with the sales rep will help to eliminate many of the obstacles.
Remember to have your move manager in place both at origin and destination and in constant contact during the move. Informing staff of requirements and expectations is another way to include everyone in the organization of the move plan.
With everyone on board, the move scheduled and the plan in place your move should take place without problems and on budget!
Frequently Asked Questions
What is a move manager?
A person who coordinates the logistics of the whole office move, meets with the moving company and keeps the employees and movers on schedule. It can be someone at your company or your commercial moving partner.
How should employees pack their desks?
Hold a staff meeting with an overview and checklist, then have each person pack and label their area, color-code items and move their own valuables separately.
How do I handle IT equipment in an office move?
Label all cables and wires, take photos, and color-code cords by each employee's destination location. Ask your mover whether it can disconnect and reconnect equipment.
What building rules should I check?
Understand the rules of both the current and new buildings, such as elevator scheduling, whether moves are allowed during business hours, and protection required for common areas, floors and elevators.
What about cubicles and common areas?
Decide how and when modular furniture is disassembled and reassembled, and agree with the mover what goes and what stays in common areas, such as plants, tables, chairs and artwork that may need crating.
Ready to find out what your move should cost? Get Pricing or call 888-260-5717.
