Your Guide on How to Prepare for an Office Move

Blog / Your Guide on How to Prepare for an Office Move

How we work has changed permanently as we know it, and an increasing number of firms are evaluating alternative workspaces to relocate to or support asynchronous work and virtual teams. Whether you are planning a small office move from a home office to a commercial facility or changing the style of your business operation, the best thing you can do is to ensure a smooth transition from your office to the next one. In this article, we will be going over our helpful guide on how to prepare for an office move so we can help you start packing, today!

It’s never too late to start early

When it comes to organising your office move, the more time you have, the better your move-in and move-out dates should be finalised as soon as possible so that you may build a simple-to-follow moving schedule. Examine the terms of your commercial lease. Your money may be forfeited if you decide to leave early. During the relocation, you may also be held accountable for any damage or breakage that occurs. If you don’t have infinite finances to deal with, you’ll need to set a budget for the transfer before moving on to the next phase. Prepare for unexpected costs by setting away a security deposit for your upcoming move.
Involve your team in the move

If you want a seamless workplace move, you need everyone participating, and it’s crucial to communicate your expectations to your colleagues before and on moving day. Participation is an excellent approach to getting everyone on board with the office relocation. It can be helpful for individuals to have a sense of what the new office will look like by taking a tour. It’s also a good idea to let them know where the nearest amenities are located. The best way to get everyone on the same page about moving plans is to hold a “relocation meeting.” You’ll be astonished at how much aid your coworkers can provide throughout the relocation. Preventing stress and interruptions to work can be accomplished by keeping everyone’s spirits up in the days leading up to the big day itself.
Hire someone to be your moving representative

Planning your move in an organised manner is vital. As a result, appointing a primary moving organiser is a wise decision. Establish a single point of contact who can answer questions and disseminate information. An office manager is often the ideal choice for this role. Ensure that they are also excellent delegators. Have them distribute the tasks to other committee members. The strain will be divided, making the procedure more manageable and feasible.

Make an organised list for your inventory

Knowing the number of your belongings helps facilitate a seamless office relocation. This contains a variety of technological goods, desks, chairs, tables, freestanding furniture, signage, display cases, artwork, telephones, document boxes, and kitchen appliances, among other items. You must consider how many workstations you will need at your new location, what equipment you will bring, and whether you will need to purchase new furniture. You must also determine where the various departments will be located within the structure. With this list, a professional office moving firm can provide more accurate estimates of office moving costs before an on-site inspection.

Announce to the world that you’re moving

Once you’ve set a moving date, you’ll need to notify everyone inside and outside your organisation about your planned move. Make a formal announcement to your present occupants, including your landlord and property manager, that you’re leaving. Inform everyone on your staff of the upcoming relocation and the new location. You may also want to review with your team member the reasons for the transfer, the advantages it will provide, and the potential adjustments it may bring to their daily routine. Notify your local partners, affiliates, and suppliers of your impending relocation, especially those who will be affected by your new address and contact information.

Familiarise yourself with your new office’s layout

An excellent piece of advice for relocating an office involves printing a large-scale birds-eye image of the new workplace floorplan. As a visual guide, this helps identify where existing items will go and what additional furniture, signage, or other items you may need to purchase before moving in. Making a floor plan of your office space and figuring out what furniture and supplies you’ll need to fill it is a great place to start. Office furniture should include chairs, couches, conference tables, and phone booths. Check your budget to see if you have enough money to cover your wants and needs.

Hire professionals to assist you with the move

The process of moving a business is distinct from that of moving a residence. Finding reputable movers can be the responsibility of your newly designated moving coordinator, but asking for suggestions from your broker or colleagues who have just relocated is a smart step as well. 

When it comes to moving large amounts of office furniture and equipment, it’s best to enlist the help of a professional office removal service company that can handle everything from packing your personal belongings to securing your company’s data infrastructure and computers.