5 years, 6 months ago
Anytime you find yourself needing to make a move, the process seems stressful. Whether it’s a relocation to another space across town, or even across an ocean, most people find moving to be one of the most anxiety-inducing points in their lives. This stress is multiplied when you’re looking to move your office; this is your source of income, as well as the source of income for your team of employees. Every day that you have to spend in a moving process is a day that you have lost business. This office moving checklist is designed to assist you in streamlining your approach to planning a move so that you and your employees will have a smooth transition. Key points including team management, expediting the packing process and what to look for with professional movers are all covered in this detailed plan. However, every business is different and as such, every business will have different needs when relocating. This guide carefully outlines the approach to an effective, seamless office move that doesn’t get bogged down with irrelevant details in order to better assist with your planning process, rather than creating more questions than answers.
Tip: Depending on the size and scale of the move, you may want to get your plans in motion anywhere between 3-8 months in advance.
- Determine the company's budget for the move
- Assemble a moving committee (managers, volunteers, whoever is qualified to help oversee employees and implement deadlines)
- Ask each committee member to compile a list of everything that needs to be packed in their department.
- When they are finished use these lists to compile an office moving checklist to prepare and plan a set to deadlines.
Tip: A plan of action should outline the packing process in detail, with deadlines. A deadline example could be to “have all filed paperwork fully packed in boxes, ready 10 days before move and filing cabinets prepared and ready for professional movers 5 days before, etc.” Your plan of action is to be executed by the entire office to get everything packed in a timely manner. When writing out your plan of action (office moving checklist), prioritize the order of operations based on necessity. Try and have one room completely packed first and use it to store packed boxes from other rooms as you continue with the packing process.
- Use these lists to estimate the amount of moving supplies needed (boxes, tape, labels, etc.)
- Acquire the floor plans for your old and new offices
- Work with your committee and/or supervisor to plan the layout for the new office.
- Tip: Pay attention to outlets, storage space, and other such factors.
- Contact building and utility services and make arrangements for service to be transferred or set up at your new property if needed.
- Other services specific to your business, if any. This can include anything from security to networking to janitorial services.
- If there are any renovations to be done to the new property book these as soon as possible.
Setting Plans in Motion
- Make notice to affected parties your company's intent to move.
- Art Department (stationary, business cards, signs, etc.)
- City and business registrations
- Other affected services (if any)
- Work with your committee to announce the move to the staff and get the plan of action initiated.
- Schedule regular meetings to follow up with progress and offer guidance
- Purchase and distribute moving supplies
- Bubble wrap/protective packing
- Other supplies (box cutters, screwdrivers, etc) (if any)
- Compile an inventory list. Organize by room and boxes within the rooms. Make note of every piece of furniture, artwork, and miscellaneous items also to be moved.
- Book a professional moving company to help you complete your office moving checklist
Hiring a Professional Office Moving Company
- Acquire quotes from at least 3 office moving companiesTips: Office Moving companies will need your inventory of boxes/furniture/misc. to generate a quote. A good moving company will have a consultant visit your current location to better plan the move and generate a quote.
- Research each company
- Do they offer the services you need?
- The Federal Motor Carrier Safety Administration (FMCSA) has profiles available to the public of moving companies that operate on an interstate level. Acquire the company's USDOT (online or over the phone) and check their standings at http://www.protectyourmove.gov/
- Moving companies may not registered with the FMCSA but have a movingauthority.com rating on Moving Authority.
- Read online reviews and compare alongside FMCSA and Moving Authority ratings
- Tip: Fraudulent moving companies sometimes write positive reviews for themselves on websites like yelp.com. Use your better judgment and take FMCSA and Moving Authority ratings into consideration.
- When you have compared quotes and company reputations, select the best choice and book your moving date ASAP.
Preparations for Moving Day
By moving day:
- Floor plans are labeled and readyTip: Name the rooms and label everything being moved with its destination room. If this measure is taken movers can unload items directly from the truck to the appropriate rooms.
- Everything is packed into clearly labeled boxes
- Furniture is labeled and accessible to movers
- All trash is disposed ofTip: Look into waste management services if necessary
- Utility services have been taken care of
- Parking for moving trucks at both locations has been arranged
Tip: Try to complete your office moving checklist on a day your business is closed. If this is not possible try to plan for a slow business day. Give as many employees the day off as possible, keeping your committee present to assist you and the movers.
- Meet movers and committee at your old office
- Provide copies of floor plans to everyone
- Distribute copies of keys to your committee
- Supervise movers
- Make sure all pathways are clear and safe
- Use committee members to hold doors, man elevators, and perform any other necessary duties
- Clean up your old office as you go
As you unpack, follow your office moving checklist to account for everything. Try to begin unpacking before your full staff comes to work in the office for the first time to make the environment more welcoming. Consider having a celebratory breakfast to start things off in high spirits and to commend everyone for the smooth transition!
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