Moving into a new commercial space can be the rewarding result of business growth or new opportunities. While this transition can be exciting for teams, the process of packing up and moving to a new space can feel overwhelming. Luckily, the right office relocation strategies can streamline the moving process and ensure you resume operations quickly. Discover how to move an office efficiently.
1. Start Planning Early
The most important tip to keep in mind is to start planning your move early. Similar to creating a moving timeline for your home, the more time you dedicate to planning and preparation, the more seamless your moving experience is likely to be. Create a timeline that covers several months before moving day:
- Three to six months before: Plan to spend at least three months before the move making preparations, scheduling appointments as necessary, and acquiring documents. At this time, you should have determined your new office space, so review property lease details and other relevant information. Provide notice to your current landlord if renting your existing office space. Schedule a moving date and begin budgeting for move-related expenses. Consider whether you need storage space, will purchase additional insurance, or want to hire professional moving services.
- Two months before: Around eight weeks before your move date, you should create a new floor plan, craft an inventory list of all equipment and furniture, and find ways to downsize unnecessary items. Donate, sell, or properly discard items like nonfunctioning computers, outdated equipment, or furniture you will not be moving to your new space. Also, determine what items you want to purchase for your new floor plan.
- One month before: During the last month of using your existing space, finalize moving-related tasks. For example, ensure the United States Postal Service has a record of your change of address and notify all employees of the new address. Make backups of all paper documents and have employees implement measures for backing up digital files. Shred any documents you no longer need.
- One week before: The week of your move will require a lot of coordination. Contact utility and service providers to transfer or initiate services at your new location. Complete final inspections for your existing and new office space. Book parking spaces for moving vehicles if needed and arrange for professional cleaning at both offices. Confirm all dates with landlords and service providers in either space.
2. Schedule Relocation
It’s important to consider when to move if you have the flexibility to do so. For example, some businesses have seasonal slow periods, often in the summer or winter. If your business typically experiences a seasonal dip, consider moving during that time to avoid as many operational disruptions as possible. Additionally, consider large project deadlines, quarterly requirements, and other scheduled activities to ensure your move will not harm your business.
3. Declutter and Organize
Moving is an excellent time to declutter and organize. Over time, you may have collected scrap items, accumulated outdated equipment, or compiled stacks of paper that no longer serve you. Shred any documents with sensitive information and determine any equipment or tools that you no longer need. Consider donating or selling furniture and office items, but practice compliant information disposal practices for any records you’re getting rid of.
4. Communicate With Your Employees
Communication is crucial — your team deserves to be a part of the moving process and should have adequate notice of your change. Notify all employees of the new business address, offer moving-related timelines, and ensure everyone has access to procedural changes. For instance, you should detail parking arrangements, any new building rules, and any revised fax or phone numbers. Hosting regular meetings with your team helps ensure everyone has access to crucial moving information and can make decisions in a timely manner.
5. Assign a Project Manager
Moving demands phone calls, emails, appointments, and documents. Assigning an organized, communicative project manager to handle your transition can increase its success. You can also leverage office management tools to keep all moving-related documents in one place and allow easy access. Assign a team member you feel comfortable making decisions on your behalf when necessary.
6. Prioritize Equipment and IT
It’s important to provide as much notice as possible to on-site IT teams. These team members will understand how to label and pack computers, cords, phones, and other equipment. Additionally, IT teams will need to ensure information backups and prioritize moving activities to reduce operational downtime. Prioritize packing around IT equipment so you can set up equipment and get up and running quickly.
7. Label or Color-Code Everything
Adopt an easy-to-understand labeling system for all office equipment and moving items. Your team should understand this system and use the labeling or color-coding practices if they’re helping with the packing process. Employees should write their names on several sides of any boxes with their personal items or individual work-related items. Larger companies may benefit from color-coding boxes by department, while smaller offices may be able to color-code by object category.
8. Consider Special Handling Items
Consider specialty handling for fragile items like specialized industry equipment, artwork, or artifacts. Prior to moving these items, take photographs of them and document each item and its condition. This strategy can help cover your bases if any items wind up broken or missing during the move. Connect with your insurance company to determine if coverage is available for the relocation process. Determine whether you should store any of these items until after you settle into your new commercial space.
9. Finalize Moving Day Operations
Confirm all logistics with the companies or people you’re working with before moving day arrives. Ensure you have all permits, keys, and documents necessary for a successful move. Then, make a plan for unpacking moving vehicles. Determine where boxes will go and which ones are needed first. Plan time for setting up equipment and testing operations. Test all network connections and ensure communication between all devices. Test audio and video equipment and evaluate security system elements, including access controls and alarms.
10. Consider Commercial Relocation Companies
Hiring a legitimate moving company can streamline moving operations and provide peace of mind throughout the process. Top relocation companies will offer storage and moving solutions and leverage best practices to move items safely and efficiently and relieve stress. Experienced professionals have heavy machinery expertise, can provide packing materials for item protection, and offer inventory management to ensure your items are secure before, during, and after your move.
Choose Daymakers as Your Commercial Movers
The professionals at Daymakers Moving & Storage are your reliable commercial movers, and we can help you with long-distance and local moves. With years of experience, an outstanding reputation, and comprehensive solutions to meet your needs, you can feel confident in our ability to simplify the relocation process. Connect with our team to learn more about our business capabilities, or request a free moving quote.
