The Ultimate Office Move Checklist

The Ultimate Office Move Checklist

May 15, 2017 admin

Moving offices can bring exciting changes, new scenery, a new location, and the determination to boost business morale. However, it can be overwhelming if you are responsible for leading the relocation. It can get complicated as you need to think about things such as how you’re going to move heavy items like tables, desks, and chairs, as well as how you’ll transport private documents and IT equipment smoothly.

At Guardian Removals & Storage, we understand how much organising and planning are needed for a seamless office move, so we’ve created the go-to checklist for relocating offices. Join us as we dive into the ultimate guide to office moves.

Our Guide to a Seamless Office Move
Moving Offices FAQs

Our Guide to a Seamless Office Move

Once it is confirmed that you will be moving offices in the next few months, there are several things you can do to make the transition as smooth as possible:

Create a Moving Budget

Estimate the overall cost of the move so that you can budget accordingly. Consider removal services, utility switchovers, renovations, and new furniture costs, and receive quotes from multiple vendors and removal companies to secure the best price.

Plan a Move Timeline

Create a detailed timeline of everything that must be achieved before moving day. This is crucial to ensure that you and your employees are organised to minimise issues that will cause delays at the last minute. Consider allocating time for packing, moving, setting up utilities and IT.

Communicate with Employees

Announce the upcoming office move to employees as soon as possible and be transparent about the reasons for the move. Keeping your employees informed throughout the office relocation process is essential as they will feel valued and provide as much help as possible.

Build excitement by asking employees to participate in the new room plan and office setup. If possible, allow the employees to visit the new location before the move to get a good feel for where they will soon be working.

Admin Updates

Order new stationery, business cards, and anything else related to the company with your new address, and hand it out to customers once you have settled in your new location. Update the website, directories, and Google with your new company address so your customers can easily locate you. Finally, notify the post office of the change of address so you continue to get business correspondence.

Inform Clients and Suppliers

It is essential to formally inform all key suppliers and clients of your office relocation and upcoming move details. Request that suppliers update your address in their billing and shipping systems and that clients have your new address for sending correspondence.

Inform clients of any temporary disruptions to work or availability during the relocation process.

Time the Move Carefully

It is crucial to time your office move right, as you want to minimise the disruption to your business operations. You should schedule a move off-peak, avoiding month-end and the middle of the week. Schedule your movers for a Friday so that unpacking and organising can continue over the weekend if necessary.

Ensure your employees have the means to work remotely if any complications with utilities or internet services would impact their ability to work from the new office. Include buffer days around the move for inevitable adjustments and unexpected issues.

Assess Current Office Setup

Assess your current furniture and layout to determine whether the new office has enough space to fit everything from the previous workspace. Decide which pieces of furniture you would like to keep and what has seen better days. Create a list of everything you will be taking to assess any items that need replacing with new furniture.

Create Floor Plan for New Office

It’s important to implement a floor plan for the new office and sketch out where everything will be placed, including phone lines, storage, and workstations. Your office layout should provide optimal comfort and encourage productivity for your employees, so it is important to create a nice flow.

Knowing the room’s dimensions will also allow you to order new furniture that will fit, and you should get this delivered to the new address on a moving day.

Disconnect and Reconnect IT Services

IT relocation requires advanced planning and a skilled technician. With the help of your team or IT service providers, arrange for the safe packing and disconnecting of the IT equipment at your current office. Ensure that every cable, cord, and accessory is present to prevent any issues during set-up.

Arrange and configure the systems for your network and phone system before the move. This entails setting up phone lines and internet connections and configuring servers and routers. These systems must be tested before employees return to work to ensure all devices can connect to the internet and communicate with each other.

Ensure that all secure data, such as customer data, has been securely backed up and locked in a safe box during transport.

Packing and Labelling

Start collecting packaging materials before the move so that you can start packing up any non-essential items in the weeks leading up to the move. This will ensure that only the essential items, such as work computers, will need packing at the last minute.

Pack one room at a time, using colour-coded labels to designate room locations and contents. Create a corresponding list detailing the contents of each box and where it needs to go. Pack lighter items in bigger boxes and heavy items in smaller containers, filling any gaps with packing peanuts to ensure the goods will be safely transported without damage.

Hire a Professional Moving Company

A professional removal company that specialises in commercial relocation services can offer a seamless office move. You should contact a handful of reputable removal companies and gather quotes before deciding on which company to select. It is essential to choose a moving company with extensive experience and positive reviews regarding office moves.

By hiring a professional removal company, you can rest assured that your office goods will be securely handled, packaged, loaded, transported, and unloaded in your new location.

Prepare for Unloading & Organising

Once your office goods have been delivered, ensure that everyone has a copy of the floor plan and where everything must go. This will make the process of unloading and organising into the appropriate rooms much simpler.

Give employees an orientation tour and offer refreshments and snacks to energise them after the move and boost morale.

Office Warming Party

Once you have all settled into the new office, an office warming party is a great way to thank your employees for their assistance during the move and celebrate the new chapter for your company. It also helps build team spirit!

Moving Offices FAQs

How do I set up a new office?

Once you arrive at your new location, it is essential to have a floor plan solidified before you start unpacking your belongings. Consider things like office flow, natural light, plug sockets, and more to effectively organise your office layout.

How much does moving offices cost?

Many costs are associated with moving offices, from packing materials to removal companies. Each move will vary in price depending on your budget and the items you need to move. Receive a free quotation from our team for your moving needs.

Can I put my office supplies into storage during a move?

We offer a range of storage solutions to simplify your moving process. We can pack your belongings and take them to our secure storage facility until moving day when we deliver them to your new office.

Complete Your Office Move With Guardian Removals

At Guardian Removals, our team have extensive experience with office relocations. We use high-quality packing materials, a careful loading technique, and a strategic unloading process to ensure your office move runs as smoothly as possible.

Allow us to take away the stress of an office move with our moving services, which can be tailored to your specific needs. If you’re looking to move offices, the team at Guardian can help. Please contact us to learn more.