You found our list of helpful tips for office moves.
Tips for office moves are strategies and advice that help make building relocation easier and most cost-effective. Tips for office moves include planning ahead, setting a budget, and assigning a move coordinator. Businesses of all sizes may benefit from office moves, including opportunities for growth, creativity, and control over your brand and surroundings. These organizational ideas make the process much smoother.
Similar resources include books on office management, books on change management, and return to the office ideas. These strategies can help leaders create a positive work atmosphere in the new workspace.
This post includes:
- tips for downsizing office space
- tips for office relocation
- office move instructions for employees
- best practices for office moves
Let’s get started!
List of tips for office moves
Office relocation is as time-consuming as relocating into a new home, regardless of your company’s size. You have many heavy furniture, devices, and knick-knacks to pack. Relocating an office is a huge undertaking that needs meticulous preparation. Organizing a move might be intimidating, especially if you have never done it before. If you are relocating to a new office, the following tips will make moving your company easier.
1. Plan ahead of time
When making an office move, improvisation is not an option. If you want to get every task done on time and within budget, you should start planning early and assign responsibilities. If you wait until the last minute, then you may find yourself panicking and disoriented. It is hardly fun spending the night throwing staplers into a box or wondering how to pack large printers.
Additionally, you will want to have a strategy for where items will go when you arrive at your new office location. For example, you could use a blueprint to set the layout of your workplace and shared areas. Basically, you will need at least a few months to plan your workplace relocation and a few months to have every item set up and ready for the move itself.
2. Time the process
It helps to make a detailed note of when you want to relocate. If you have an option, try to avoid relocating during your company’s busiest period of the year. Your firm still needs to continue operating during the relocation process.
It is also advisable to set deadlines. The more deadlines you have in place, the more efficient you will be. You will not be able to procrastinate or postpone the process if you have a deadline looming over your head. In addition, having an end date for every team member to strive towards is energizing.
3. Assign a move coordinator
Every workplace relocation needs teamwork to ensure positive results. Yet, there should be a designated relocation manager in charge of overseeing the process and ensuring every aspect is moving forward as planned. The ideal candidate for this position is an administrative assistant, but you can choose an employee with prior experience moving businesses.
The moving manager’s responsibility is to coordinate and oversee all moving-related tasks to ensure the smoothest possible move for all parties involved. The team leader or move coordinator should be able to multi-task and have excellent organizational skills, including good communication and budgeting experience.
4. Set a budget
To ensure that you do not overstretch yourself financially, establish your moving budget ahead of time. One of the most significant expenditures a company can make is relocating its headquarters. Rent, legal costs, insurance, furnishings, and extra security are just a few of the expenses that you need to consider. It is advisable to account for all anticipated and unforeseen expenditures in your budget.
You can create a budget blueprint to compare expenses at various stages of the relocation. A good idea is to set a baseline for each aspect of the company that requires cost assessment. For example, you can request quotes from different office movers to know the average cost of moving equipment from the old office to the new location.
5. Communicate with your workers
One of the most critical tips for office relocation is communicating with your staff. It is essential to communicate relocation plans and timetables to all employees in advance. Employees should know of major changes and processes at the new company location, such as the new address, any updated phone or fax numbers, new building rules, and packing rules.
Part of your office move instructions for employees should be creating a moving checklist to ensure they do not overlook any important detail and complete every process correctly. Employees may be skeptical of change, but keeping them informed about the process may help lift their spirits.
Check out this list of books about communication.
6. Hire an excellent moving company
Hiring a moving company is one of the best practices for office moves. A full-service moving company will handle all of your packing, loading, unloading, and unpacking for you if you can afford it. It is advisable to do proper research and get estimates from at least three reputable moving firms before making a final decision. However, since office moves can become costly quickly, it is better to consider a few more options.
You should consider your company’s size, the number of workers, the number of equipment, your relocation timetable, and your budget for the move before deciding on the ideal moving company. You could ask for recommendations of moving firms with expertise in workplace relocations, as you will want to make sure you only choose a company with a proven track record of success. Each moving company could send a representative to your place of business so that they can assess the extent of the work firsthand. This work needs more than verbal descriptions over the phone.
You should only select a licensed and insured moving company for your business move. You can check listings in online moving business directories to find good moving companies with high approval ratings or many positive reviews.
7. Encourage teamwork by delegating specific responsibilities
The more hands you have on deck during an office move, the better off you will be in the long run. The first step is to oversee the moving process yourself or select a moving manager. Every employee needs to be on track with your relocation. The moving manager will be the one to delegate tasks to employees to ease the process.
For instance, your I.T. team can handle all technological aspects, including data backup and migration. The team should have these issues dealt with in advance to keep the firm running smoothly throughout the transfer. Every member on your team should be in charge of their work area. However, be sure you designate an employee to be in charge of the furnishings and equipment in the shared office.
8. Have every employee pack their desk
You may be hiring a moving firm to do the heavy lifting, but having each employee accountable for their work area will make a significant difference. It is best to give your employees a heads-up on deadlines for packing up their desks, so they do not have to scramble at the last minute. On the day before the relocation, you may need to give your employees a few hours off to set their desks properly.
You could encourage your staff to label their personal effects and office supplies so that the movers can arrange them where they belong according to the layout map you created. It is a good idea to label the right areas of your new workplace with name cards to be on the safe side.
9. Plan your customer appointments and deadlines accordingly
It is better to give yourself and your colleagues a three-day grace period during which there are no customer meetings or critical deadlines around the time for the office move. It can be frustrating to start scrambling for a clean space to have a meeting on the same day that you are unpacking your desk. Once you have determined the relocation date, mark it on the calendars and put plans to free up schedules around that date.
10. Use color coding
It is common for business moving firms to have systems for managing staff and different departments when moving offices to ensure proper organization. The use of color-coding has proven to be a successful strategy for many companies. Your moving company may even provide you with labels to help you keep track of your belongings after you get to your new place. Of course, your employees also have to be familiar with the system.
11. Cover your I.T.
When relocating to a new workplace, disconnecting and reconnecting all of your technology is one of the most difficult aspects of the transition. I.T. staff should begin planning the relocation of all of your office’s technological equipment when you set the move date. Your data and internet plans and your laptops, servers, and phones fall under this category.
Your staff could start working on this project as soon as possible since it is a huge one that you cannot subcontract to the moving company. It is advisable to create a plan for recycling or donating any unnecessary equipment.
12. Review available space
The new space will be different, and it is unlikely you can recreate your office exactly. For example, your new breakroom kitchen may not have room for your old breakroom fridge. You can take measurements of your major objects and compare them to the dimensions of your new location instead of spending resources on moving things that will not work in your new workplace. Large electrical equipment, conference room tables, and other items that take up a lot of space fall in this category. When you are moving to a new workplace, you will want to know if your current furniture and technology will fit before you move in, not after.
13. Clear out the clutter in your workplace
Decluttering is one of the best tips for downsizing office space. When you move offices, you will notice a lot of equipment that no longer works. It is a good idea to upgrade any necessary equipment when making changes. Some removable items include redundant office electronics, furniture, paperwork, and office supplies. You may sell or donate these products during a clearance sale or a charity event.
Non-profits such as Human-IT, Computers with Causes, and the National Cristina Foundation all take discarded technology and distribute it to places that need it most. Sometimes, the equipment does not have to be in perfect operating order. You can check out the EPA’s recycling guidelines if you recycle your old equipment instead.
14. Make sure your information is secure
It is hard to predict what will happen to your data and devices during a move. For example, important documents might get lost due to malfunctioning servers and hard disks. As a result, it is critical to back up and preserve your data when migrating. For example, you can use a visitor management system to keep track of visitors’ and employees’ personal information.
A good idea would be to move your data to the cloud to make transferring them a breeze. You can demonstrate compliance with the General Data Protection Regulation (GDPR) since you will not lose information about customers who have previously visited your organization.
15. Label your containers with care
When transferring to a new place of work, labeling your boxes is essential. As a precaution, clearly identify every box in advance of the relocation. This step will help you avoid scrambling for supplies like printer paper or toner when you most need them. In addition, you can label each box with a number and a location for maximum efficiency and record the contents in a spreadsheet. Even though this step is a little more time-consuming, it will save you and your staff time as you settle into your new office.
16. Learn about the new building rules
If you are not moving out of or into a building that your organization owns, you will need to determine the requirements for relocating to that particular building. For instance, you may only be able to use the service elevator if you make a specific request or only move during non-business hours. These rules will affect the logistics of moving day, so get these regulations from building management on time.
17. Consider environmental impact and sustainability
An increasing number of companies are including ecological considerations in the moving process. You should consider your organization’s basic values throughout the office relocation process if sustainability is essential to you. Fitting and moving out of a new building start with the building selection process.
A model sustainable workplace should consider its environmental implications. This consideration covers the use of energy and water, the quality of the equipment, and the long-term energy efficiency of the system. Standards for construction materials, trash management, and furniture quality are all part of the considerations. Increased productivity, lower energy costs, and an improved work environment are just a few benefits of working in an environmentally friendly office.
18. Set up a process for address changes
As soon as you know your new address, order new business cards, letterhead, envelopes and return labels. It is advisable to notify suppliers and clients of any address changes, especially if you receive regular shipments. In addition, you need to inform your customers that you are moving and that regular business operations will resume at your new location at a certain time. It is a good idea to hang a sign in the old location for a few weeks after the move to direct any customers or vendors that mistakenly visit the old office. You should also update your company’s website and social media accounts.
Preparing all of your current paperwork in advance of your transfer can save you from waiting days or weeks for them after you have moved into your new location. Also, a month before your move, contact Google to have your address and web listing updated.
19. Consider moving non-essentials yourself
If your new lease begins on the same day as your old one, consider transferring the smallest items first to save time on moving day. Plants and bulk office supplies may make relocating simpler if you move them yourself. You can have these items set up in their new places before you move in. You may even be able to work out a storage arrangement with your former building to buy yourself more time to move less critical items to your new headquarters.
20. Ensure all utilities are functioning properly before moving
Electricity and internet connectivity are necessary for the day-to-day operations of your workplace. To create a seamless transition for your team and yourself into the new office, make sure everything is ready to go before you move in.
Also, think about hiring a cleaning company if you want to make sure your new workplace is tidy. Before you relocate, have professionals check your HVAC systems to ensure no component is faulty and that the system is working as it should.
21. Celebrate the moving process
You and your employee will feel the effects of a workplace move. To show gratitude to every team member who helped make the relocation a reality, plan a little party to celebrate your new office. A mid-day celebration luncheon in the first week after relocation can show your workers how much you appreciate their support and welcome exciting new things at the new workplace.
Here is a list of office party ideas.
As daunting as moving may seem, following office move tips will help you ensure a seamless transition into your new workplace. The most important tip is to break the move into several basic steps like any other process. Your roles start from planning the process and communicating with customers, suppliers, and staff to backing up your data.
It takes a lot of effort to move offices. As early as possible in the moving process, designate a move manager to ensure that no tasks fall through the cracks.