Relocating your office can be intricate, laden with numerous logistical challenges. However, by incorporating strategic planning and careful execution, this endeavor can turn into a successful venture. That’s where the expertise of commercial movers significantly comes into play, helping to ensure a smooth and seamless move.
This article will provide insightful information and helpful pointers that will help you make the most of the skills of expert commercial movers. Let’s help you prepare for this exciting new chapter for your business with our comprehensive checklist.
Let’s get started!
Checklist for Office Moves
Now that you’ve signed the lease for your new office, you’ll need a checklist to help plan. We understand that the move can be daunting, so we have compiled a checklist of items you need to consider or take care of before moving.
We have not time-stamped each step because we understand each company will have its leasing journey and timeline. However, they are in the order of completion you want, no matter your timeline. This office move checklist can help you to have a smooth office move.
Plan Your Office Relocation
Step 1. Determine a Budget
You’ll want to set a budget before moving on to the next step, especially if your funds are limited. Plan out how much you will spend on each step. You will need to pay for the following categories:
- Packing Supplies
- Additional non-furniture Items (e.g., coffee makers, coat racks, kitchen appliances)
- Set-up costs (e.g., telecom systems, furniture)
- Cleaning Services
- Other services (e.g., interior designer)
Step 2. Appoint a Moving Coordinator
Someone must be responsible for the internal moving process to avoid confusion and chaos. Nominate a person with excellent organizational skills, logistics, and communication across the company. This person will be required to have the necessary skills to ensure a smooth move to the new location.
But here’s the secret: ensure they can also be good delegators. They can then delegate the tasks to other members of the committee. The task will be simpler to do as a result.
Step 3. Hire Movers
Finding reliable and trustworthy movers can be the responsibility of your newly appointed moving coordinator, but you should also get recommendations from peers or brokers who have already moved.
Also, determine if you need moving insurance and the type of coverage you require. It is recommended that you do this if your equipment is valuable. You can get advice from your broker.
Step 4. Consider Other Professional Services
Other services you may want to consider but are not necessary include:
- Professional packers: can relieve the stress of finding time to pack everything up. They will ensure that everything is properly labeled and your electronics are safely packaged.
- Professional cleaning services: By hiring professional cleaners, you can avoid the possibility that your landlord will charge cleaning fees when you leave.
Step 5. Design the Layout
Once you have found the perfect office for your business, you will want to create an interior design that is both productive and reflects your brand. Make a floorplan for your office and decide what items and furniture to fill it. Think of everything – office desks and chairs, couches, conference tables, phone booths, equipment specific to your industry, etc. Verify that your budget is sufficient to meet your needs. You can plan to buy lower-priority items if the furniture costs more than your budget.
Once you have a floor plan, you must create a seating chart.
Determining how long it will take for the items to arrive is also important. Order equipment that takes a long time to arrive.
Ask your landlord broker for suggestions on interior designers that fit within your budget.
Step 6. Confirm Your Lease Details – Both Old and New
Confirm the date you will take possession of your new home. It would help if you informed your landlord when you will leave once you know your possession date and when you will move into your new space. You can ask them what they need you to do before you leave. Will you need the office to be cleaned or fixed in any way? Do you need to return anything? You will avoid any unpleasant surprises by knowing these things ahead of time. It will also allow you to budget for any additional costs.
Step 7. Internally Communicate Your Move to Your Employees
You’ll want your employees to know the details as you work out the logistics and get closer to the move. You can announce the move to your entire company. First, you should share it in an all-hands meeting, then follow up with emails and a calendar invite. You should share the following information:
- The moving date (if it still needs to be set in stone, send a timeline).
- The new address of the office, along with directions (which train lines or major highways are nearby)
- What instructions are there regarding the move? When should they arrive at their new office? What do they need to bring? What will they have to bring with them? )?
- What changes can they expect in their daily routine (will they be required to work from home?) The office will close early to accommodate the move.
- New seating chart
You can email updates about the moving process as you make your decisions.
As you go through the communication process, be prepared to answer many questions. It is best to create a separate email for the move so that employees’ questions are preserved in the daily work. The relocation committee can easily monitor this email to ensure timely responses.
Some employees might request that their seating be changed, or they receive other amenities. Decide whether you will accommodate these requests and ensure the committee is on board.
Step 8. Plan the Setup Process
You’ll want to hire any needed services as soon as possible. You can choose between one-time services like telecom installations and ongoing services like vendors in your new location. Talk to your landlord about any installation that is needed. You may need to follow a certain process if your landlord is involved.
Before You Move Office
Step 9. Take Inventory and Pack
Give your employees clear instructions about what they need to pack themselves vs. the packing that the moving coordinators or companies will do. Also, give them all the necessary materials, such as boxes, Sharpies, and packing tape. Also, you will want to show them how to label the boxes so that unpacking goes smoothly.
Prepare all the packing materials for your planned packing. You can hire movers or packers to do the packing for you. Tell them what materials they will need and that they have the right tools to pack your furniture correctly. Taking inventory and labeling all your items is important. Take pictures of all your items if you are hiring a moving service.
You can also eliminate things you no longer need or want by donating or throwing them away. Moving is easier when you don’t have as much stuff to carry. You can also get a tax deduction!
Step 10. Confirm All Details
You can always be sure of some things!
Share the details that employees need to know to prepare for their move. Include the new floor plan, the space for their belongings, the date they can unpack, and how they should set up their computers. You can help them dispose of the boxes easily.
Step 11. Get What You Need to Get Into Your New Space
You can ask your new building manager or landlord to give you any keys, key cards (for the bathrooms and main entranceways), or entry codes you and your staff will need to access the building. Ask about parking permits at this time. You will also need to ask for any instructions that you may require to enter the building successfully on moving-in day.
The night before you move, collect all keys and passes from employees who used the old office space.
Step 12. Get What You Can Installed Before Moving
Install any equipment, kitchen appliances, or telecoms before the moving day. You will have more time to unpack and can also find solutions to any issues before the employees move in.
Step 13. Get to Know Your New Neighborhood
If you need to connect with new vendors, start the process before moving in. Start the process of connecting with new vendors earlier before moving in.
Send your employees some information about the new area. Tell them about nearby lunch spots, restaurants good for client dinners, or gyms and childcare centers. Also, let them know the best public transportation routes to get them from work to home.
Step 14. Have Your Dedicated Moving Team Oversee the Process
Your moving coordinator can manage the move with a small team of volunteers. There’s a lot of work to be done, from overseeing movers to ensuring the office is set up by your floor plan.
Step 15. Conduct a Last Walkthrough
Assign someone to walk through the old office after the move, take pictures, and document any infrastructure damage. It’s a precaution you can take if your former landlord tries to charge you for damage your team didn’t cause. This is also a great time to return any keys or passes your team has given you.
Step 16. Unpack
Start unpacking with your moving team and set up as much as possible. You will likely be leaving your employees’ boxes to unpack. This is the perfect time to set up furniture for common areas, meeting rooms, and workstations. This is the time to personalize your space and set up any functional equipment, such as phones, computers, printers, or copy machines.
Step 17. Double-Check That Everything Works
Make sure everything is working by doing a walkthrough of the new area. Keep an eye out for the following:
- Bathroom Appliances
- Access points that require a coded entry
- All Locks
Notify your new landlord as soon as you discover anything is not working.
Step 18. Spread the Word About Your Office Move
Let your clients and partners know you have moved! Notify your clients by email of your new address. Update your website, as well as any other online presence. You can update any printed materials, such as business cards or legal templates, to reflect your new address. You can order these items before moving. Update the following:
- Business Accounts
- Your website(s).
- Social media accounts for companies.
- Banks and financial accounts
- Accounts Receivable and Payable
- Subscribe to Direct Mail
- Review the site and directories (Google Business, Yelp Yellow Pages, etc.).
Step 19. Assist Employees in Getting Settled
Send employees clear instructions on disposing of cardboard boxes and setting up computers and connectivity in the new office. Be prepared for a lot of questions and patience during the entire process. It can take a week to get employees comfortable in their new office.
Above all, enjoy your new space! Your new office will feel better than your old one once everyone has settled in. For the time being, you can relax. Everything is unpacked, and everyone has started working.
Our office move checklist will help you plan your office relocation.
Relocating an office requires careful planning, preparation, and coordination. The crucial steps are creating a budget, assigning a move coordinator, hiring professional movers, packing, communicating with employees, and arranging installations at the new location. After moving, settling in, and updating the office’s new address on various platforms is also crucial. Throughout this process, professional movers can greatly contribute to the smooth execution of the transition, ensuring that each step is completed efficiently and correctly.
Are you looking for professional movers in Brooklyn? Entrust your office relocation to the reliable team at Buy The Hour Movers Brooklyn. We have the expertise to make this intricate task smooth and successful.
Move your office worry-free with Buy The Hour Movers Brooklyn! Our professionals will ensure that all your belongings are delivered safely to your new home and walk you through every stage of the procedure. Let us turn this transition into an exciting new chapter for your business. Contact us today to learn more about our professional moving services.