Moving your office is bound to be challenging for any company, no matter how large or small. To prevent major hiccups on moving day, make sure you’re prepared from the start. Here’s our checklist to ensure your office move goes as smoothly as possible:
1. Hire the Right People
Moving your entire office to another space is no small task and should not be given to the inexperienced or sloppy. After all, if the relocation goes poorly, it could cause serious disruption to your business. Make sure to hire a knowledgeable commercial moving company with:
A) Manpower: Depending on how much you need to move, you may need more than just one truck or set of movers. Be sure the movers you hire have the capacity to handle a move of your size.
B) Expertise: A commercial move is often more complex than a residential move, because there are additional logistics to consider, like moving electronics and dismantling and reassembling cubicles. To ensure a successful move, the mover you hire should specialize in office moving.
C) Insurance: Not only do you want the mover to carry insurance to ensure that your things are safe, proof of insurance is required by all office buildings. Make sure you request a copy of the moving company’s proof of insurance to hand over to your landlord.
2. Follow the Rules
Most office buildings have strict guidelines on when tenants can move in and out. Make sure you have the following planned:
A) Timing: Many places require that your move is done outside business hours and/or on the weekend. Be sure you have your move scheduled for a time that meshes with the building’s policies.
B) Protection: Manyoffice buildings also require tenants to take precautions to protect the building, such as covering the floors, limiting the time that vehicles can stay at the docks for loading and unloading, and protecting the walls of the elevator. Make sure to discuss these logistics with your moving company prior to moving day.
3. Take Care of Your Employees
Your workforce is one of your business’s most valuable assets, so make sure they’re privy to what’s happening:
A) Be Early: Tell your employees as soon as you can about the move so that they can be prepared, as it may affect things like their commute time or even schedules with babysitters.
B) Give Time: Make sure that you give your employees sufficient during work hours to pack their desks and belongings before the move.
4. Take Care of Your Customers
Make sure your clients don’t get lost in the shuffle:
A) Reprinting: Order and distribute new envelopes, business cards, stationery, etc. with your new location promptly.
B) Technology: Update your online information. Your customers need to be able to find you as easily as possible.
5. Have a Plan
Unpacking can be as daunting as packing. Have a plan for the new place:
A) Labels: Label each box by the department, section, or desk number so movers can make sure each box is delivered the correct space. It helps to provide the moving company with a floor plan and very clear instructions. Most moving companies will assign you to a moving coordinator to make sure this is properly handled.
B) Get to Know Your New Place: To avoid any unforeseen repairs or issues with the new space, schedule an appointmentbefore the move with the building manager to walk through the space and look for any things that may cause problems in the future (faulty lighting, water stains, etc.)
Following these simple steps can help make your move less stressful and time-consuming. You’ll be back to “business as usual” in no time flat.