Your old office has served you well for many years, but you feel that the time has come for a change. Maybe your company has outgrown it, or perhaps a new space would bring some much-needed creative energy. Either way, you can almost picture your whole team in shiny new offices with cozy chairs and a vending machine.
But while your mind can take you there in the blink of an eye, in reality, moving an office is quite a complicated process. Unlike a home, where usually only one family lives, an office is a space often shared by dozens of people. Also, it contains sensitive information and all sorts of tech that needs careful handling.
Because of all that, moving an office isn’t something you can and should jump into blindly. In fact, the more time you spend planning, the smoother the move will be. So, here are a few things you need to do to make sure everything goes well:
Make To-Do Lists and Office Move Checklists
Before you do anything else, sit down and think of all tasks you need to complete before the move. Then, grab a piece of paper and write down what you’ve thought of: who you need to call, what you should arrange, what to keep, and what to dispose of. When you’re done, reorganize those first notes into proper to-do lists and office move checklists.
Even though this first step may seem unnecessary, it is crucial for a successful move. When you put your thoughts on paper and organize them, you have a much clearer picture of your goal. Instead of having a vague idea of moving in your mind, you’ll now know exactly what steps to take to get there.
Also, making a checklist is great for visualizing your progress. Every time you complete a step, mark it on your list. That way, you’ll see how much you have done and feel more motivated to keep going.
When making the checklist, you should plan ahead and line up the best office movers. It would be wise to hold face-to-face discussions, take quotations, and look up references. You just cannot hand over the all-important task of moving your office to anyone and everyone.
Announce the Move and Talk to Your Employees
Obviously, for a move to be a success, you need to get the people who work with you on the same page. You certainly can’t let them know only a week or two before the move! Make sure to announce it when everyone is present and explain it all in as many details as possible. That way, you’ll ensure that everything is clear, and every employee understands their role.
Here are some of the things you should mention:
- The date of the move
- Where your new office is going to be
- What the new office will look like and its advantages compared to the old one
- Why you have made a decision to move
- What the whole process will look like and what you expect from them
Then, let your employees know that you’ll gladly answer any questions they will inevitably have and encourage discussion. They may have some particular wishes about their new workspace that you should definitely take into consideration.
Establish Your Budget
Moving isn’t as simple as packing the things you need from the old office and taking them to the new one. In fact, you need to buy boxes for carrying, hire a moving company, and even purchase new equipment and furniture. Your new office might not suit the furniture you already have, after all.
Naturally, all of that will cost you some money, which is why you need to plan your budget properly. Write down what expenses you expect to have and how much money you want to allot to each. Of course, you don’t have to stick to the budget strictly, but it’s good to have some guidelines in place.
Hire a Moving Company in Advance
Now, you could hire a moving company a week or two before the actual move — but only if you want things to end disastrously. For a full-scale commercial move, it’s much smarter to hire movers at least two months in advance. That gives you enough time to look into different companies without a rush and find out as much information as you can.
Here are a few things you should look into when you’re hiring a moving company:
- How flexible it is with its time
- How much it charges for a move or if it charges per hour
- What its previous customers are saying
- What services are included
If you find movers that do the packing, moving, and cleaning, hire them. That way, you won’t need to look for any other companies — you get all three necessary services in one!
Once you choose your movers, make sure to discuss the details of the move with them. They’ve surely performed a similar service in the past, so they’ll be able to tell you more about the process. In fact, they might point out some tasks that you need to complete that you wouldn’t have thought of yourself!
Start Packing Early
Don’t wait for the last month to start packing — you can begin as soon as you decide to move. Take it slow, step by step, instead of rushing to pack everything at once and inevitably panicking. Also, this might be the perfect time to decide what you want to keep and what you can dispose of.
Start by packing items you want to keep but don’t necessarily use often. Those won’t be missed in the days before the move. Then, pack those objects that are more useful, but not crucial, and finally, finish it all with the most important ones. You might need to use some of them until the very last day, so they have to be packed last.
Avoid Headaches With Proper Planning
Stress is an inevitable part of moving, but you can control it if you have a proper, well-thought-out plan. Start early, make a good to-do list, and don’t overlook any details. And remember — hiring the right people to help you do the job will make the move that much more pleasant. So consider your options carefully!