Are you planning on moving your company’s headquarters to a new office space with a superior design?
While this is an exciting change, you’ll soon find that it’s also a stressful one. If you want to ensure a successful move to a new office space, you need to prepare in advance.
The best way to do this is to create an office moving checklist. This is the ideal method to organize your tasks and ensures nothing gets left behind.
Here’s what you need to know:
Hire a Moving Company
The first step is to find a great moving company such as Moovers Chicago. They’ll do a much better job at packaging, moving, and setting up your new office.
A moving company will have the materials to keep your office equipment safe. They’ll have professionals who have experience with moving office equipment to new locations.
It’s a lot better than having to ask your office workers to take on the task themselves. The cost is certainly worth the peace of mind you’ll get.
After you’ve hired the moving company, the next step is to create a moving plan.
Creating an Office Moving Timeline Plan
The next step is to prepare an office moving timeline plan that you’ll share with your staff. This will make the transition to the new office space much easier.
The goal should be that they’ll be able to resume work on the first day in the new office. There shouldn’t be any postponement of work or projects with the new move.
For example, tell your employees to do the following:
- Backup their files on cloud storage and external hard drives
- Change any passwords and login information
- Digitize any documents
- Schedule any emails in case the office has to be closed for a few days
Make sure you also provide your employees with a floor plan for the new office. They’ll need to know where their new office or cubicle will be.
Discontinue Office Services
At your current office, you might have a few services that your company uses. Make sure you discontinue these so that you don’t incur any charges.
Don’t forget to cancel your internet subscription, for example. If you use professional cleaning services, let them know about your new office location.
If the professional cleaning services company can’t relocate to your new office, then make sure you hire new ones before the move. Make sure you keep a list of all services and cancel them in advance.
Likewise, make sure you subscribe to new services in your office in advance. You want to make sure that on the first day, you’ll have access to the internet.
Do You Need to Do Any Shopping?
Before you move into the new office, you might need to consider if you have to go shopping.
For example, let’s say you’re moving to a larger office. Let’s presume that your meeting room can accommodate more staff members. You might need to buy a projector to show your presentations.
You might need to also store new items in a storage unit. Expect to still be moving in new items, including furniture and equipment, after you move to the new location.
You’ll have to plan ahead for this eventuality. You want to make sure that you can complete the move without issues.
You might even have to suggest that your employees go shopping before the big move. They might have to buy new office equipment, etc.
Keep Track of Items
Before the big move, you want to keep track of all your office items. Make sure you first create a list of all office equipment and technology. Create several copies of this list and ensure that there’s a digital copy as well.
You must also keep the quantities of each item. For example, how many HP printers do you own? Make sure you also write down the models of each one.
Include descriptions of the items. You want to be able to identify them. While you’ve gotten used to seeing your office equipment each day, you’ll be surprised at how quickly you’ll forget them.
Will you recognize whether that black leather chair is indeed your chair? Is your company’s bookshelf made of teak or mahogany?
You can also take pictures of each item. While it’s rare, your items can get mixed up with another client. Pictures are a great way for you to keep track of your specific items.
Make sure you also insure your most important items. This ensures that you’ll receive compensation in case they get damaged or lost.
Do a Rehearsal
The final step is to do a moving rehearsal at least a week before you move. You might need to do several rehearsals to ensure there are no issues.
With this rehearsal, you’ll tell everyone what to do from the day of packing to the day of moving in. You will tell them how to pack their items and label them. You should also show them where to keep their items for loading onto the moving truck.
Next, you want to tell them where the new location is. Make sure everyone knows how to reach this new location. If possible, take your employees to the new location.
Show them the new location and help them adapt to the new working environment. They should know where their new station is and how they’ll set up their new workplace.
If you follow these steps, you’ll have no problem making the move to a new office. You and your employees will be able to get back to work and remain productive if you follow this checklist.
That’s Our Office Moving Checklist
Now you know how to have a successful relocation with our office moving checklist.
Start by hiring a great moving company that’ll do the heavy lifting for you. They’ll help with the packaging and transportation services.
Keep track of all your items. You might also have to buy new items before the move. Share your moving plan with your staff. Discontinue office services and sign up for new ones before the move. A rehearsal is the best way to get started.
If you need a break before you relocate, check out the other business tips on our website.