Guide to Moving an Office & Checklist
Unlike moving out of your home, there are plenty of cogs and wheels that need to move simultaneously for a business to move successfully. The process needs to be more like a conveyor belt to reduce inconvenience to the customers and avoid losses. You have to plan strategically and ensure everything is done within a certain time limit. If you’re looking to move your business, this guide will come in handy if you haven’t ready our 5 rules for office removals already.
Set up a time frame
Your first task is to set up a time frame. The most important aspect of this is to have a move out date. Even though it might take you a couple of days to move out and move in depending on the items, you need to have a date which you intend to have everything done. With a move out date, you can work backwards to set time frames for other milestones in the move out process. This should include when you tell your landlord that you intend to move out.
Have a move committee
It is always a good idea to involve the employees in the move for a number of reasons. If you have more hands during the move, the easier the transition is going to be. To ensure that nothing is forgotten and that all logistics are well take care of, you can set up a committee. It will assign duties to the rest of the workers and review the tasks as they are completed. This makes the transition of the office and even the workers much easier.
Hire a moving company
By all measures, the move is going to be big. So, you don’t want to have to wait to hire movers until the last day. It is best to do this about two to four months before the move out date. At around the same time, you will need to also hire a cleaning service and buy the labels with your new address. At the new site, you need to have internet set up, phones hooked up and buy new furniture if any is needed. Also, if you need servers for your business, it is a good time for you to have a look at the server room.
Two months to the move
As the time gets closer, meticulous planning becomes even more important. Two months to D-day, you need to have designated working spaces to your workers in the new workspace. At about the same time, make sure that you updated the business’s website, security and alarm systems need to be set up and vending machines if any are needed. You also need to make sure that your finances are in order and buy new checks with the proper change in address.
In your last month, you should be doing a checklist of all furniture and computers that will be making the move. If there are possessions that won’t be moved in storage facilities, then you should lock them up. Be sure to pack all items that are found in common areas. It is also a great time to hand out your new business cards, addresses and contacts. Also, be sure to alert the post office of your new address.
Keep in mind that on the day of the move, you will need to have your employees on both ends. Make sure they’re divided according to demand. If you have too many on one end, then things will slow down on other end.