This guide will walk whomever responsible for the move through the steps to take before, during, and after your office move.
From prepping your team and office equipment to settling into your new space we address it all and give tips. We’ll also address common questions to help you succeed this corporate move.
An Office Manager’s Nightmare
Moving an office can be a daunting and intense process for your little HR worker, requiring careful planning, organization, and attention to detail.
Whether you’re relocating your office across town, down the street, or to another city, you need proper preparation and great movers that understand your needs.
By following our well-organized moving checklist, you can minimize downtime of your employees, avoid mistakes, and make sure that your new office is up and running ASAP.
Before the Move: Prep = Success
The preparation phase is the most crucial part of the office moving process as crazy as that sounds. The more organized you are in the prep phase, the smoother the move will go. Follow these steps to prep for your office move:
1. Build A Detailed Moving Plan
Before you start even thinking about packing, develop a moving plan that outlines in detail the entire process including owners for each task. The plan should include:
- Clear Timeline: Establish a clear timeline for the move, from the packing to setting up your new office and IT works. Make sure to set milestones such as hiring a moving company, packing deadlines, and IT setup times. Each task should have an owner from the company so you know who is on top of what and how they need to update you.
- Team Responsibilities: Assign specific roles and tasks to team members as well as a follow up system. This will help make sure that everything gets done on time and that no details are missed. For example, Biz-dev could be responsible for packing, while HR runs the logistics of the move on moving day. Consider your workflow and who will be the least impacted according to work deadlines.
- Budget: Set a budget for the move, considering realistic prices for hiring movers, renting trucks, or purchasing new furniture to fill the new office space.
2. Notify Everyone Involved
Your office move will affect your employees, clients, and suppliers alike. It’s important to notify as soon as possible.
- Internal Communication: Send out an internal email to inform your employees about the move as easrly on as possible. It should include the timeline, new location, and their roles. Organize a team meeting to answer any questions and discuss the move in detail. Understand that moving lcoations may cause employees to quit.
- External Communication: Notify clients, partners, and suppliers about the move. Make sure they have your updated contact info and know the timeline for your move.
3. Hire a Professional Moving Company
While moving an office might seem manageable with in-house help, hiring a professional moving company can make a world of difference in employee attitude. Your employees didn’t sign up to move offices so don’t amke your move their problem or responsibility.
Professional movers specialize in handling office equipment, heavy furniture, and documents, so book as early on as possible to get the best teams.
- Research and Compare Quotes: Get quotes from at least three moving companies. Make sure the companies have experience with corporate relocations and offer insurance. We highly reccomend using Pricing Van Lines to have the best pro office movers at the best rates, but feel free to shop around.
- Packing and Unpacking: Many office moving companies offer packing and unpacking services, which will save your team the time and trouble. Again, office moves are not their choice so they shouldn’t have to do the hauling.
4. Declutter
Moving is an great opportunity to get rid of that office extra junk. Sort through your office’s furniture, equipment, party magnets and supplies and make the call what to keep, sell, donate, or throw away.
Talk to a local NGO to see if they are interetsed to pick up what you don’t need. This will help reduce the amount of items that need to be packed and moved, making the relocation process faster and less expensive.
- Furniture and Equipment: Make sure you know the new office dimensions to understand what furniture should be brought with and what new things you need to order.Order new items for the office ahead of time to ensure they arrive before the move in date to the new offices to avoid disruptions.
5. Plan Your IT Setup
You IT setup is one of the most important considerations during the move. Start planning early to minimize disruptions to your work and have the internet set up in the new office well ahead of time to test it’s efficency and avoid frusterated employees.
- Data Backup: Ensure all critical data is backed up before the move. This will prevent any loss of data during the transition.
- Disconnect and Label Cables: Begin disconnecting idle computers, monitors, and other electronics, but make sure to label the cables and equipment so that it’s easy to reconnect everything in the new place.
- Network Setup: Work with your IT team so that the new office is set up for perfect connectivity.
6. Packing Your Office
Start packing your office equipment and supplies systematically. Consider the following:
- Use Proper Packing Materials: Use bubble wrap and sturdy boxes to protect fragile items like computers, printers, and office supplies. For valuable equipment consider investing in specialized packing materials such as hard-shell cases. Your mover can provide everything needed or supplies can be ordered online.
- Label Everything: Label every box and item with its contents and the designated space in the new office. This will save a lot of time when unpacking and setting up.
- Pack in Stages: Don’t wait until the last minute to pack. Start packing non-essential items early, leaving essential items like computers, office phones, and meeting supplies for later.
- Packing VIP Services: Don’t hesitate to pay a little more for a full packing and unpacking service so that your employees can work from home and be productive. Make sure to factor in the opportunity cost of lost employee labor.
During the Moving Day: HR Roles
On moving day, there are several things to manage to ensure the relocation goes perfect:
1. Oversee the Move
Even if you’ve hired a professional moving company, it’s important to have at least 2 people to supervise the movers to make sure everything is being packed and loaded properly and according to your needs.
This person will be in charge of directing the movers, answering questions, and keeping thigns to plan. The rest of the workers can work from home to stay productive.
2. New Space Prep
Before the movers arrive at your new office, make sure the space is ready to receive the items:
- Cleaning: Don’t forget to have a pro cleaning team get in there ahead of time.
- Clear Walkways: Ensure that walkways are clear and that movers have easy access.
- Utilities and Internet: Double-check that all utilities, including electricity, water, and internet, are up and running ahead of time.
After the Move: Settling In
Once the move is complete, there are still several steps to take to ensure your office is fully up and running.
1. Unpack and Set Up Computers
Start by unpacking the most essential items first, such as desks, chairs, computers, and other equipment. Set up common areas according to the floor plan that works best for your teams. Double check all is up and running before having employees return to work.
2. Test IT Works
Ensure all your office technology is working, including phones, coffee machines, computers, printers, and anything else you use on the daily Test the internet connection a few times in all locations to avoid frusterated employees.
3. Celebrate the New Space
Once everything is in place, don’t forget to celebrate your new office with a happy hour to boost team moral and say thank you to your team for the inconvience.
Frequently Asked Questions
How far in advance should I start planning my office move?
Start planning your office move at least 3 to 6 months in advance. This allows you enough time to research, build your new office layout, organize your team, and more.
Should I hire professional movers for an office move?
Yes, hiring professional movers is highly recommended. They have the experience and equipment to move office furniture, electronics, and delicate items safely and efficiently. Your employees shouldn’t be treated as a moving company as that is not their role.
How can I minimize downtime during an office move?
To minimize downtime, plan your move during the weekend or a holiday. Back up data in advance, and make sure the new office space is prepared and ready for your team as soon as the move is complete. Let your workers work from home during the downtime.
What is the best way to handle sensitive documents during the move?
For sensitive documents, use secure boxes, and label them clearly. Have those responsible for these items move them personally.
How do I update my business address?
To update your business address, notify the Postal Service, update your website, social media profiles, Google My Business and anywhere else you are listed.
