Moving an office is not just about hiring a loading truck, packing, and moving to a new location. Rather than just packing and unpacking, there are numerous other details to consider, including coordination with your staff and IT department and ensuring that the new space is ready to be occupied.
To keep everything running smoothly, without any hiccups, it is essential to have an office move checklist, which will keep you on track and ensure that everything is done on time.
In this guide, we’ll provide you with a checklist for office moves to help you plan and execute your move efficiently. Moreover, we’ll also integrate a downloadable version of the checklist that will help you stay on top of everything that needs to be done.
Importance of a Well-Organized Office Move
Office moves can be daunting, and if you don’t opt for some reliable office movers, you might have to face a lot of hassle and client dissatisfaction. With a well-organized office move, you would be able to keep track of your expensive equipment and reduce the chances of costly downtime.
Proper planning ensures that all aspects of your corporate relocation are handled, whether you want an on-point office transition strategy or you need assistance with employee relocation. This keeps your business running smoothly, so you can focus on growth and success rather than dealing with relocation chaos.
If you want to relocate your office without any stress, get in touch with Fairway Movers today. Their expert office relocation services will handle everything you need.
Office Move Planning Checklist & Timeline
Planning an office move checklist can come in handy during an office relocation. Here is a step-by-step guide and timeline to help you stay on top of everything that needs to be done during an office move.
Phase 1: The Planning Phase (3 to 6 Months Before the Move)
For a smooth and hassle-free move, we recommend planning as early as possible – ideally 3 to 6 months ahead of time.
Here is what you should consider 3 to 6 months before the move:
- Review Lease & Notify Landlord:
Review your lease agreement and inform your landlord of your intentions to move. Notifying early is essential, especially if there are penalties for breaking the lease.
- Set Your Budget:
Set the budget for your move. Consider all factors in your moving budget planning, including the cost of the move, repairs, and new furniture, if any needs to be bought.
- Choose a New Office Space:
When you are choosing a new office space, consider a space that is big enough for your business and has room for future expansions.
- Plan a Decommissioning of The Old Office:
Once you have chosen your new office space, you need to set up a decommission for the old workspace. This means you need to ensure that your old office is in its original state, so remove branding, conduct any repairs, and plan for cleaning.
- Hire a Moving Service:
Moving company selection is one of the integral parts of your planning phase. Choose a moving company that covers all the required aspects of the move. Get quotes from at least three companies so you can find the best value for your money.
- Plan for Employee Relocation:
When moving your office to a new city or state, your employees might need to relocate as well. Fairway Movers can offer you the necessary employee relocation assistance you need during your move.
- Research If You Need Insurance:
Consult with your movers to see if you need insurance for your equipment and furniture.
If you’re looking for a reliable moving partner to handle your corporate relocation, Fairway Movers specializes in office moves with professional service and attention to detail. Get in touch with Fairway Movers today to ensure a smooth transition to your new office!
Phase 2: The Preparation Phase (1 to 3 Months Before the Move)
As moving day approaches, it’s time to start preparing your office and notifying everyone involved.
- Give Official Notice:
If you haven’t already informed your landlord about the move, it is high time to give an official notice.
- Notify Stakeholders and Employees:
Communication with stakeholders during a move is essential. Inform everyone involved, including clients and employees, about the move and how it will affect them.
- Create an In-Office Project Management Team:
Create an in-office project management team to supervise the move and ensure that everything runs smoothly.
- Plan IT Infrastructure Relocation:
Be sure that your IT team is prepared to relocate servers, phone systems, and computers. This step will prevent any unnecessary downtime.
- Create an Office Equipment Checklist:
Go through all of the office equipment and decide what you need to keep, what needs to be replaced, and what needs to be sold. Once you have made this decision, create a final office equipment checklist.
- Confirm the Moving Date:
Confirm the moving date and make a reservation with your preferred office movers.
- Communicate Your New Address:
Initiate the change of address procedures. Inform your clients, suppliers, and other service providers about your new location to avoid any kind of disruptions in communication.
- Arrange for Cleaning and Vendors to Make Repairs:
Book a cleaning service to clean both your new and old office before you move, and arrange for vendors to remove branding and make any repairs in your old office.
Phase 3: The Execution Phase (1-2 Weeks Before the Move)
With only one to two weeks remaining, it is time you look into your office move logistics to make sure everything is ready and that there won’t be any kind of problems during the move.
- Start Packing and Labeling:
This is the time to start packing and labeling all of your equipment. Create a system of packing and labeling boxes by department and the content inside.
- Set Up the New Office Space:
Work with your space planning and design team to create a new layout for your new office space. The designs and plans you come up with should support productivity and collaboration.
- Manage Office Move Logistics:
Most importantly, you need to coordinate with your corporate office movers to ensure that they have everything they need, including any necessary access and permits, for the moving day. You should look into booking parking space permits, local licenses, and elevators for the moving day if needed.
- Send Notifications of the Office Move:
With the office move only a few days ahead, it is time to send your employees and clients notifications of the office move. This notification will serve as a reminder, keeping everyone in the loop and avoiding unnecessary disruptions.
Phase 4: Moving Day
Here is what you are supposed to do to ensure everything goes as planned without a hitch on the moving day.
- Supervise the Move:
On the day of the move, it is essential to be around to supervise everything. Ensure that everything is packed and loaded and nothing is left behind. Carry out a final check.
- Managing Movers:
Stay in touch with the movers to ensure that your office equipment and furniture have arrived at the right location.
- Ensure Business Continuity During Relocation:
During an office move, planning ahead of time is critical, as it reduces costly downtime. To ensure business continuity during relocation, consider setting up a temporary workstation or allowing your employees to work from home.
Phase 5: Post-Move Phase (1 Week After the Move)
The move is over, but your work isn’t done yet. This is the time to settle in and address any issues:
- Unpack and Settle In:
Unpack and set up all of your office equipment and furniture.
- Test Your Equipment:
Check if all of your equipment is set up and working properly. This includes checking the routers, computers, phone systems, and any other necessary devices.
- Address Any Issues:
Thoroughly check if everything in your new working space is working properly. If there are any lingering issues, resolve them as soon as possible and make notes of any improvements that can be made.
- Run Any Necessary Training Sessions
When you move into a new office, you might need to conduct training sessions for your employees. Here are a few examples of the training sessions that you might need to hold.
- Hold an orientation for the new office space so everyone knows where everything is.
- If you have updated your software or hardware, you might need to hold an IT System training session.
- You would need to hold a training session for hazardous situations, such as training on building evacuation and fire safety equipment.
- Celebrate the Successful Move:
Once everything is settled, it’s time to celebrate with your team.
- Reconnect With Clients:
Reconnect with your clients and stakeholders and inform them that you have moved successfully.
Office Move Checklist PDF
Phase 1: The Planning Phase (3 to 6 Months Before the Move)
- Review Lease & Notify Landlord
- Set Your Budget
- Choose a New Office Space
- Plan a Decommissioning of The Old Office
- Hire a Moving Service
- Plan for Employee Relocation
- Research If You Need Insurance
Phase 2: The Preparation Phase (1 to 3 Months Before the Move)
- Give Official Notice
- Notify Stakeholders and Employees
- Create an In-Office Project Management Team
- Plan IT Infrastructure Relocation
- Create an Office Equipment Checklist
- Confirm the Moving Date
- Communicate Your New Address
- Arrange for Cleaning and Vendors to Make Repairs
Phase 3: The Execution Phase (1-2 Weeks Before the Move)
- Start Packing and Labeling
- Set Up the New Office Space
- Manage Office Move Logistics
- Send Notifications of the Office Move
Phase 4: Moving Day
- Supervise the Move
- Managing Movers
- Ensure Business Continuity During Relocation
Phase 5: Post-Move Phase (1 Week After the Move)
- Unpack and Settle In
- Test Your Equipment
- Address Any Issues
- Run Any Necessary Training Sessions
- Celebrate the Successful Move
- Reconnect With Clients
Packing and Labeling Tips During an Office Move
Here are a few packing and labeling tips for a smooth office move:
- Create a detailed plan and assign responsibilities to stay on track.
- Declutter! Sort through all of your office equipment and decide what needs to be kept, donated, and sold.
- Stok up on all the essential packing supplies.
- Start with items that are not regularly used, such as old files or items that are only used seasonally.
- Pack fragile items carefully; use bubble wrap, double or triple-walled cartons, or wooden boxes to keep them safe.
- Label all of the boxes with the content packed inside according to each department.
To Sum Up
Planning an office move can be stressful, but with the right office moving checklist, you can ensure that everything stays organized and nothing is left behind.
Need to relocate your business? Let Fairway Movers take the stress out of your office move. Contact them today and let them handle the heavy lifting for you.
FAQs
Q: How far in advance should I start planning my office move?
A: You should start planning your office move 3 to 6 months in advance. This will give you enough time to review your lease contract, find a new place, and hire reliable office movers.
Q: Do I need to inform my clients about the office move?
A: Yes, you need to inform your clients about the office move and update your address with them so they can communicate with you without any disruptions.
Q: How can I ensure that my business continuity during relocation?
A: To ensure business continuity during relocation, consider setting up a temporary office or letting your employees work from home.