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Published on Aug 8, 2024
•5 min read
By Jessica Parker,Staff Writer
About 40 million Americans relocate their home each year. But for business and offices, this is a different story.
When you’re doing an office relocation, there are many things to consider. Moving to a new location, especially for an office, is a big job. Do you have everything you need?
There are many reasons why a business considers a move: more space, cost of rent, to improve office setting, and so forth.
In any case, the move must go as smoothly as possible. Read these office moving tips to get a head start on your move.
Letting your staff know about the move is one of the most important things you need to do. You’ll typically need to do this about two months in advance before the move. You can even request or allow employees to participate in the moving process.
Be sure to be available for any questions your staff may raise and give as much information as you can.
Staying organized during your move is a top priority. On your calendar, write down the moving date and other important dates related to your move.
Some dates you may want to keep in mind is when rent is due, when you will need to have a change of address form completed, meetings about the move, what type of moving supplies you still need, and anything else you might think is vital.
Contact the building manager (if there is one) to find out the precise time you can begin moving in. Some buildings will only allow you to move in during off-hours.
Before you pick up the phone and call the best moving company in town, do your research to see if they meet your needs. Ask about pricing, availability, and know your location.
Some companies will pack everything up for you in addition to the move, though it could come at an additional cost. Ask the company you’re interested in if they’ve moved offices before and if they will give you a free quote.
When the moving day comes, it may be tempting for everyone to jump in and start helping out. Instead, assign one person the task of being in charge of the move. This person can delegate tasks to the moving company and other employees if they are helping.
Choose an employee who has had experience moving offices in the past. Generally a secretary or assistant is perfect for the job.
Moving is the perfect time to go through all the office belongings and purge what you don’t need. This is especially helpful if you’re downsizing. You can even have an office sale to earn a little money, or you can donate your items.
This is also a great time to throw out papers you don’t need, the garbage that’s lingering, or anything else that might hinder the look and feel of the new office space. Sometimes moving gives an opportunity for a fresh start!
If you leave all the packing for the day of the move, you will become incredibly overwhelmed, especially if your space is large. One of the best ways to avoid becoming overwhelmed is to pack up little by little and designate a space for the boxes.
Before you begin packing, make sure the items are non-essentials for everyday work and will not be needed in the weeks before the move. Packing them and then unpacking them is more work than you have time for.
With having to pack up many things for the relocation, you shouldn’t have to worry about your employee’s personal belongings. Make sure to communicate that everyone is responsible for their things, moving them to the new location.
Reiterate this several times before the move in an email or memo so employees understand.
If your office utilizes much tech equipment, you’ll need to have all of it unplugged and moved by a professional. Get in contact with an I.T. professional who can help you especially with your internet.
Your utilities will also need to be turned off (if you have any) so write a note to yourself on the calendar to inform the utility company of your move.
If you have many items to move, consider moving in batches. This means to move smaller things first so you don’t have so much to move on moving day.
This is one of the reasons why packing in small amounts is so helpful.
Before moving day, try and envision what you want your new space to look like and where everything will go. Understand the layout of the space and what you think would work best with the flow of your office.
Try a couple of different set-ups before you commit to anything, but have a general idea of where furniture, office equipment, and other things will need to go so the movers can put everything where you want.
An office relocation is a big deal, but with a few steps and planning ahead, the move can go smoothly and you can get settled and back to work in no time.
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