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Office Move Success Starts Here: The Definitive Checklist for Preparation

commercial movers

You've come to the right place if you're gearing up for an impending office relocation. We understand that orchestrating a seamless move can be daunting, especially in the intricate world of commercial moves.

Whether you're a seasoned professional or navigating this for the first time, our comprehensive checklist is your guiding compass to ensure that every aspect of your transition is well-planned and executed precisely. From selecting trustworthy commercial movers to the nitty-gritty details of packing, organizing, and communication, we've got you covered.

In the pages that follow, we'll take you on a journey through the essential steps and strategies that will turn your office move into a resounding success. Say goodbye to the stress and confusion, and say hello to a well-organized and efficient office move. Your path to a seamless transition begins here, and our checklist is the key to unlocking your office move success.

Checklist for Office Moves

Now that you've signed a commercial lease and found the perfect new office, you need a checklist to help plan. We understand that the move can be daunting, so we have compiled a checklist of items you need to consider or take care of before moving.

We have not time-stamped each step because we understand each company will have its leasing journey and timeline. However, they are in the order of completion you want, no matter your timeline. This office move checklist can help you to have a smooth office move.

Plan Your Office Relocation

Step 1. Determine a Budget

You'll want to set a budget before moving on to the next step, especially if your funds are limited. Plan out how much you will spend on each step. You will need to pay for the following categories:

  • Movers
  • Packing Supplies
  • You can also find out more about the following:
  • Additional non-furniture Items (e.g., coffee makers, coat racks, kitchen appliances)
  • Setup costs include, for example, furniture telecom systems. Telecom systems, furniture)
  • Cleaning Services
  • Other services (e.g., interior designer)

Step 2. Appoint a Moving Coordinator

Someone must be responsible for the internal moving process to avoid confusion and chaos. Nominate a person with excellent organizational skills, logistics, and communication across the company. This person will be required to have the necessary skills to ensure a smooth move to a new location.

But here's the secret: ensure they can be good delegators. They can then delegate the tasks to other members of the committee. This will make the task easier to accomplish.

Step 3. Hire Commercial Movers

Finding reliable and trustworthy movers can be the responsibility of your newly appointed moving coordinator, but you should also get recommendations from peers or brokers who have already moved.

Also, determine if you need moving insurance and the type of coverage you require. It is recommended that you do this if your equipment is valuable. You can get advice from your broker.

Step 4. Consider Other Professional Services

Other services you may want to consider but are not necessary include:

  • Professional packers: can relieve the stress of finding time to pack everything up. They will ensure that everything is properly labeled and your electronics are safely packaged.
  • Professional cleaning services: By hiring professional cleaners, you can avoid the possibility that your landlord will charge cleaning fees when you leave.

Step 5. Design the Layout

Once you have found the perfect office for your business, you will want to create an interior design that reflects and maximizes productivity. Make a floorplan for your office and decide what items and furniture to fill it. Think of everything – office desks and chairs, conference tables, telephone booths, special equipment for your industry, etc. Verify that your budget is sufficient to meet your needs. You can buy lower-priority items if the furniture costs more than your budget.

Once you have a floor plan, you must create a seating chart.

Determining how long it will take for the items to arrive is also important. Order equipment that takes a long time to arrive.

Ask your landlord broker for suggestions on interior designers that fit within your budget.

Step 6. Confirm Your Lease Details – Both Old and New

Confirm the date you will take possession of your new home. It would help if you informed your landlord when you will leave once you know your possession date and when you will move into your new space. You can ask them what they need you to do before you leave. Will you need the office to be cleaned or fixed in any way? Do you need to return anything? You will avoid any unpleasant surprises by knowing these things ahead of time. It will also allow you to budget for any additional costs.

Step 7. Internally Communicate Your Move to Your Employees

You'll want your employees to know the details as you work out the logistics and get closer to the move. You can announce the move to your entire company. First, you should share it in an all-hands meeting, then follow up with emails and a calendar invite. You should share the following information:

  • The moving date (if it still needs to be set in stone, send a timeline).
  • The new address of the office, along with directions (which train lines or major highways are nearby)
  • What instructions are there regarding the move? When should they arrive at their new office? What do they need to bring? What will they have to bring with them? )?
  • What changes can they expect in their daily routine (will they be required to work from home?) The office will close early to accommodate the move.
  • New seating chart

You can email updates about the moving process as you make your decisions.

As you go through the communication process, be prepared to answer many questions. It is best to create a separate email for the move so that employees' questions are preserved in the daily work. The relocation committee can easily monitor this email to ensure timely responses.

Some employees might request that their seating be changed, or they receive other amenities. Decide whether you will accommodate these requests and ensure the committee is on board.

Step 8. Plan the Setup Process

You'll want to hire any needed services as soon as possible. You can choose between one-time services like telecom installations and ongoing services like vendors in your new location. Talk to your landlord about any installation that is needed. You may need to follow a certain process if your landlord is involved.

Before You Move Office

Step 9. Take Inventory and Pack

Give your employees clear instructions about what they need to pack versus what the moving coordinators or company will do. Also, give them all the necessary materials, such as boxes, Sharpies, and packing tape. Also, you will want to show them how to label the boxes so that unpacking goes smoothly.

Prepare all the packing materials for your planned packing. You can hire movers or packers to do the packing for you. Tell them what materials they will need and that they have the right tools to pack your furniture correctly. Taking inventory and labeling all your items is important. Take pictures of all your items if you are hiring a moving service.

You can also eliminate things you no longer need or want by donating or throwing them away. Moving is easier when you don't have as much stuff to carry. You can also get a tax deduction!

Step 10. Confirm All Details

You can always be sure of some things!

Share the details that employees need to know to prepare for their move. Include the new floor plan, the space for their belongings, the date they can unpack, and how they should set up their computers. You can help them dispose of the boxes easily.

Step 11. Get What You Need to Get Into Your New Space

You can ask your new building manager or landlord to give you any keys, key cards (for the bathrooms and main entranceways), or entry codes you and your staff will need to access the building. Ask about parking permits at this time. You will also need to ask for any instructions that you may require to enter the building successfully on moving-in day.

The night before you move, collect all keys and passes from employees who used the old office space.

Step 12. Get What You Can Installed Before Moving

Install any equipment, telecoms, or kitchen appliances before the moving day. You will have more time to unpack and can also find solutions to any issues before the employees move in.

Step 13. Get to Know Your New Neighborhood

If you need to connect with new vendors, start the process before moving in. Start the process of connecting with new vendors earlier before moving in.

Send your employees some information about the new area. Tell them about nearby lunch spots, restaurants good for client dinners or gyms, daycares, and other facilities, and public transportation routes to get them from work to home.

Moving Day

Step 14. Have Your Dedicated Moving Team Oversee the Process

Your moving coordinator can manage the move with a small team of volunteers. There's a lot of work to be done, from overseeing movers to ensuring the office is set up by your floor plan.

Step 15. Conduct a Last Walkthrough

Assign someone to walk through the old office after the move, take pictures, and document any infrastructure damage. It's a precaution you can take if your former landlord tries to charge you for damage your team didn't cause. This is also a great time to return any keys or passes your team has given you.

Step 16. Unpack

Start unpacking with your moving team and start setting up as much as you can. You will likely be leaving your employees' boxes to unpack. This is the perfect time to set up furniture for common areas, meeting rooms, and workstations. This is the time to personalize your space and set up any functional equipment, such as phones, computers, printers, or copy machines.

Step 17. Double-Check That Everything Works

Make sure everything is working by doing a walkthrough of the new area. Keep an eye out for the following:

  • Electricity
  • HVAC
  • Bathroom Appliances
  • Access points that require a coded entry
  • All Locks

Notify your new landlord as soon as you discover anything is not working.

After-Moving Day

Step 18. Spread the Word About Your Office Move

Let your clients and partners know you have moved! Notify your clients by email of your new address. Update your website, as well as any other online presence. You can update any printed materials, such as business cards or legal templates, to reflect your new address. You can order these items before moving. Update the following:

  • Business Accounts
  • Your website(s).
  • Social media accounts for companies.
  • Banks and financial accounts
  • Accounts Receivable and Payable
  • Subscribe to Direct Mail
  • Review the site and directories (Google Business, Yelp Yellow Pages, etc.).

Step 19. Assist Employees in Getting Settled

Send employees clear instructions on disposing of cardboard boxes and setting up computers and connectivity in the new office. Be prepared for a lot of questions and patience during the entire process. It can take a week to get employees comfortable in their new office.

Above all, enjoy your new space! Your new office will feel better than your old one once everyone has settled in. For the time being, you can relax. Everything is unpacked, and everyone has started working.

Our office relocation checklist will help you plan your office relocation.

Conclusion

Congratulations! You've successfully navigated our comprehensive office move checklist, and your office relocation is well underway. As you approach the final stages of your move, remember that the transition is about more than just the physical transfer of assets; it's an opportunity for your organization to thrive in a new and improved workspace.

As you move forward with the unpacking and settling-in phase, consider seeking professional packing services to ensure smooth and efficient unboxing. These experts can help you make the most of your new space, allowing your team to focus on their tasks without the hassle of unpacking.

Now, it's time to take action. To make your office move a resounding success, we recommend contacting 5 Star Movers Sarasota. Their experienced team can provide top-notch packing and unpacking services, ensuring a seamless transition for your business.

Remember to inform your client's partners and update your business accounts to reflect your new address. With a well-organized move and the right support, you're on the path to enjoying your new workspace to the fullest. Good luck with your office relocation journey!