What You Need to Know About Office Move Checklist
Are you planning to move to a new office but are worried how you are going to do it in such a way to ensure things go smoothly without causing any downtime?
Well, obviously, moving to a new office is not something that’s easy and simple. With that said, by hiring the right removalist team, you can let the experts take care of your office relocation, leaving you time to focus on things you do best—like running your business.
Whether your new office is just down the street or in a new city, professional removalists bring much to the table. If you stay organized and complete the right steps on time, you are not likely to encounter any problem during office relocation.
The following office move checklist will give you a good idea about what you should do and when to ensure smooth office relocation.
Have a look….
About Six months before you move
- The first step in the office move checklist is to list the tasks you need to perform and in order
- Choose a move coordinator. It goes without saying that picking an experienced and talented move coordinator can take away the stress and anxiety out of your office relocation. That’s why don’t be in haste when you are selecting a move coordinator. Take your time and interview several move coordinators before you zeroing on one. You might want to ask your business friends for references
- In case you want to sell off or rent out your old office, get in touch with an experienced broker
- Schedule a meeting with your building manager
- Decide on the moving day. You might want to schedule relocation during the time when work pressure at your office is not high. This is because at times, even after taking all necessary precautions something can go amiss, which in turn might lead to downtime. If work pressure is low, downtime will not hurt you so much if something goes wrong during the relocation
- Setup a budget
- Outline your new office floor and setup plan
- You should go with a color-coded floor plan to make it easier for your removalist team to understand which items go where. This is an important step in the office move checklist and can prevent things from going haywire on the moving day
- Identify the items which should be dismantled prior to the move
About Four Months before Your Move
- Select professional movers. Picking the right one is the key, so take your time on this step if you need to
- Book your move with the selected removal service
- Ensure internet connection has been setup in the new office
- Ensure telephone lines have been setup in your new office
- Hand out communication packets to each and every employee. Make sure the contact information of your move coordinator and the move date is listed there
- Ask your employees to declutter, in particular shred whatever documents are unnecessary
- If needed, get parking permits for your moving trucks
About Two Months before Your Move
- Inform your investors, customers, vendors, affiliates and delivery services of the new office address
- Install CCTVs, alarms and security systems in your new office
- Hire a reliable and experienced cleaning service. You should book 2 dates. The first date should be just before the moving day for the new office while the second date should be for your old office to have it cleaned after the move
- Alert utilities providers about your new office. You will need to cancel subscriptions or put the new office address as your new billing as well as delivery address
About One Month before Your Move
- Buy the necessary packing supplies
- Purchase the necessary utilities for your new office
- Verify whether the phone lines and internet connection are working fine in your new office
- Share a comprehensive floor plan with your employees and point out their designated desks
About a Week before Your Move
- Hand out new keys to your employees
- Clean out your pantry
- Ask your staff to carefully pack their things
- Pack items which are in the common area
- Hand out colored dots to the staff so that they can label boxes accordingly
- Call the removalist team to disassemble furniture
On the Moving Day
- Ask the moving coordinator and his/her team to supervise the move
- It is best to have only a few employees be present at both the locations; too many employees might cause confusion and slow down proceedings, so don’t ignore this important step of office move checklist
- Hand out print outs of floor plans to the removalist team and be precise in giving them instructions. This will ensure things are placed as planned
- Tape signs and arrows on the walls of the new office building, especially if it is a big one, to help movers move about comfortably in the building
- Update the new address on your website
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