Moving your office can be a daunting task, but with careful planning and execution, you can ensure a successful relocation with minimal downtime and disruptions to your business. Whether you’re moving to a new location down the street or to another state, these tips and a step-by-step guide will help you achieve a smooth office move and get back to normal business activities in no time.
1. Months Before the Move
- Appoint a Relocation Team and Office Moving Manager – Create a dedicated team responsible for coordinating the move and appoint a knowledgeable office moving manager to oversee the office removals process.
- Identify Items for Sale, Disposal, or Donation – Begin sorting through your office belongings and identify items that can be sold, disposed of, or donated. Create an asset register to keep track of everything.
- Consider Infrastructure and Equipment Upgrades – Take advantage of the move to declutter and consider upgrading infrastructure or equipment to enhance productivity in the new office.
2. Months Before the Move
- De-clutter Time – Encourage your staff to declutter their workspaces and get rid of unnecessary items gradually, rather than doing it all at once.
- Notify Clients, Suppliers, and Partners – Inform your clients, suppliers, and partners about the upcoming office move, demonstrating that your business is still operational and considerate of their needs.
- Confirm the Number of Employees Relocating – Cross-reference the number of employees with the payroll list to get an accurate count for planning and organizing seating arrangements.
3. Months Before the Move
Get Quotes from Office Movers – Research and obtain quotes from at least three office moving companies to ensure you choose the best fit for your office move.
Make a Decision on the Office Relocation Service – Evaluate the quotes based on experience, accreditation, testimonials, project management, and insurance coverage to make an informed decision.
Arrange for Exclusive Elevator Use – Coordinate with the building manager to secure exclusive elevator use during the move to ensure smooth transportation of belongings.
Ensure Essential Services are Set Up – Work with suppliers to ensure that essential services such as electricity, water, internet, and network infrastructure are set up at the new premises.
4. Month Before the Move
Finalize Insurance – Double-check that your office move is covered by insurance for any potential damages.
Book Parking Permits with Council – If required, arrange for parking permits to ensure convenient access for the Office Removal company on the moving day.
Review the Move with Office Removal Company – Go over procedures, schedules, and expectations with the chosen office removal company to ensure a seamless move.
5. Week Before the Move
Educate Staff about OH&S Practices – Conduct workshops to educate staff about occupational health & safety practices during the move.
Label Furniture and Prepare Destination Labels – Label all furniture items according to the floor plan and prepare destination labels for the new premises.
Finalize Any Issues with Office Removal Company – Address any remaining issues with the office removal company before the move day.
6. On the Day of the Move
Communicate Expectations to Staff – Remind staff of their roles and expectations for the day, such as packing and labeling their belongings and any time off arrangements.
Final Walkthrough with Office Removal Company Supervisor: Conduct a final walkthrough with the office removal company supervisor to discuss and clarify the move details.
7. The Day After the Move
Welcome Your Staff – Greet your employees with snacks and balloons to create a warm welcome in the new office.
Arrange Collection of Packing Material – Schedule the office removal company to collect packing material once unpacking is complete.
By following this comprehensive guide, you can confidently plan and execute your office move, ensuring a seamless transition and allowing your business to continue its growth and success in the new location. Good luck with your office move!
