How to Plan and Organize an Office Move

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General Moving

Most people move a few times in their lifetime.  The word conjures up visions of bubble wrap and a house full of boxes.  However, not all moves are residential.  Whether a corporation needs more space or is looking for lower rent, offices sometimes need to be moved.  When you embark on an office move, you will encounter some logistical similarities to moving house as well as other tasks that will be unique to office moving.

A timeline is always paramount when moving.  However, when moving your business, crafting and carefully following a timeline can become even more important.  With a home, you could leave boxes for a month if you just don’t have time to get to them.  When moving your business though, you will need to get everything to the new location and unpacked as quickly as possible so that your business can continue functioning as normal. Determining a move date can help in constructing the timeline by working backwards from that date.  Importantly, office moves require advance planning for movers.  If you have a small office, three months should suffice for securing a mover.  However, larger company moves will require at least 6 months, and maybe more depending on your company’s size.  Rushing when moving is never ideal.  When moving your business though, it may not merely cause stress.  It could impact the routine of your office and the execution of your business.  Preparing early and following your timeline to a tee can help prevent too many disruptions.

You will have more people to organize and prepare for the move when relocating your business.  Communicating and helping employees prepare for a move will help everyone feel less anxious and keep a business running smoothly.  Forming a committee to help with the preparation of the move can be helpful, especially in larger offices.  Not only will you receive help in planning the relocation, committee members can help disseminate information.  Keeping employees informed will be key whether you form a committee or not.  They will not only need to know when to have their belongings packed, but they will have questions about their new space.  While emails can keep employees informed, holding meetings can be a better way to answer any questions and make sure everyone is aware of the process.  Sharing the new floor plan, and even desk assignments can be helpful as well.  It will give your employees a peek into the new location, as well as let them know about the size and space, which may impact what they bring to the new office.

As with any move, selecting the best mover could make or break the experience.  You are entrusting your moving company to get sensitive information, as well as sensitive devices to your new location.  Choosing a reputable mover who will carefully execute a move will allow you to quickly get back to work.  You do not want to have lost information or technology because your movers were careless.  Careful research can help ensure you pick the best moving company.  Additionally, there are movers that specialize in office moves.  While you do not have to employ one of these movers, it may be helpful to entrust these professionals who have experience in these special moves.  Provided your budget allows for it, you will want to have your items professionally packed as well.  Whether by your moving company or a third party packer, you and your employees will save time and will ensure that your office is properly packaged during the move.

Notifying people of your move will be important too.  As with a residential move, any bills or subscriptions will need to be sent to the new address.  And while your friends or family can easily find you and learn your new address when you move house, customers may not be able to do the same.  Notifying your customers of your new address and contact information will help secure their business.  You do not want them unable to contact you because they are unaware of the move and taking their business elsewhere.  In addition to notifying customers and clients, changing phone messages to indicate the move date can help remind contacts that your office location is about to change.  You will also need to speak with vendors.  Some moves may provide a convenient time to change providers, but if you will keep your current vendors they will need to be informed.  Along with the address of the new location, vendors may require other information.  Perhaps there is a backdoor or elevators vendors will use.  Anyone who would visit, call, or send information to your office should be notified of your office move.

When it comes time to move your office, remaining organized will help your move go off without a hitch.  Preparing early and communicating with employees can help prevent chaos as the move approaches.  A seamless move can help business continue without disruption.  And as with every move, making sure that you hire reputable movers will help get you to your new office efficiently and safely.

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