Relocating an office usually begins a new chapter in the life of the business. Having a smooth relocation is important to keep the company running well and having a successful future. Relocating offices can be a challenge and need to be planned properly and carefully. It needs to be quick and efficient to minimalize the downtime the company has to endure. A good office move checklist will keep your business functioning properly during the moving process. Here are a couple tips to make sure your business move is seamless.
Three to six months prior to move date
Figure out the timeframe of the move and create a schedule. Pick a date for everyone and everything to be out of the office and then make a calendar full of details highlighting the tasks that need to be completed before that date. Include all deadlines for task completion. Find a new office, decide where you want the office to be and the type of building you need, including the size. Delegate responsibilities to your employees and make sure everyone understands their role in the process and how to get their tasks done. Move coordinators within each department can help track progress and make sure things are running smoothly. Create an inventory of your office furniture and figure out which pieces you will take with you and which ones will get sold. Figure out a relocation budget and consider the costs of moving and make a financial plan for the relocation. Make a list of everyone who needs to know your new business address consider the people, businesses, organizations and institutions.
Two months ahead of move day
Create a floor plan detailing what new office furniture, wiring, signage and equipment are needed. Plan for network and communications setup. Contact your providers and plan out relocating servers setting up internet and transferring phone numbers. Change your address with government agencies, banks, insurance, and any subscriptions. Review your current lease and make sure you are returning the property within the right timeframe and in the right conditions. Figure out if you need any special move help with your current office equipment. Hire a good moving company that has experience moving offices. Get a few estimates and pick the one that includes the most important needs for your business. Get moving insurance to protect any technology, valuables, and artwork. Start holding weekly meetings with employees to go over any loose ends.
One month prior to move
Time to transfer your utilities, make an announcement to vendors, partners and clients. Meet to discuss labeling and packing methods with your employees. Inventory and tag all furniture, equipment and supplies that will be moved. Get the items you need for moving such as cardboard boxes. If you've hired movers they may have something else for you to pack your computers and desk items in. Archive old files, get new stationary and business cards on order. Figure out how you need to secure the files and data that will be transported, get any parking or moving permits and hire a cleaning service to get your old office cleaned once you're out.
Two weeks before the move
Confirm all systems are setup for when you arrive. Start packing up and cleaning the old office. Backup important files and company information. Make a list of contacts needed for the move and share with employees. Confirm your dates and times with the movers you've hired.
Thoroughly inspect the new office. Give out the new keys and access cards. Make sure are confidential information is stored away and safe. Disconnect all appliances and electronic devices so they are ready to be moved. Put aside anything you do not want to go onto moving truck.
Arrange for move coordinators to be on the scene with the movers. Meet up with the movers and give them any information they need. Assign someone to complete a final walkthrough of the old space to make sure nothing was forgotten. Make welcome packets at new location for the employees.