Relocating an office is often seen as a Herculean task filled with logistical hurdles and potential pitfalls. Whether it's a scaling startup ready to move to its next big space or an established company relocating to a prime location, ensuring a smooth transition is paramount.
This guide is meticulously designed to simplify your office transition, ensuring it's seamless and effortless. Dive deep into step-by-step processes, expert-curated checklists, and practical timelines tailored for businesses like yours. Plus, with insights on choosing the best commercial movers and tips to avoid common relocation challenges, you're set to make your next office move a triumphant success.
Welcome to a world where office moves are no longer daunting but a journey marked with precision and ease.
Table of Contents
A Step-by-Step Guide With Timelines and Checklists
A move to a new office can seem impossible, and that's on purpose. It's an important event.
There are several large pieces of furniture to pack, including bulky office furnishings, electronic devices that are difficult to pack, and a few items the size of a room.
There are many moving parts, from financial planning to informing employees and the actual move.
Anyone who claims to be able to plan an office relocation overnight is lying or has yet to do it for a major company, at least.
Phase 1: Planning Process (12-24 Months Before the Move)
1. Create a Timeline
The business owner will decide on A big office move two years before the move. This depends on whether they are currently leasing the space or owning it.
The size of your company can determine how early you should start planning.
You can prepare your company much faster if you have a few employees than if it is a large corporation that has multiple offices and large furniture.
Many factors determine when you will be able to move. For example, the sale of your old office or the expiration of your lease if renting.
It is important to create a timeline:
- Consider these factors when planning your office move:
- Current office lease expiration date
- Selling current office
- New office space is available.
- Rent term for new office space
- Discounts are offered to those who commit to a specific contract length or moving-in date.
2. Take Into Consideration Moving Costs
Office moves are expensive.
You will need to take into consideration several factors when preparing for a move of your office:
- The number of employees and the offices to be relocated
- The amount of furniture in each office
- How far is the new office from the old?
- You may need as many as you will need.
You can estimate the cost of your move by knowing these details, whether you are moving across town or the country.
Moving an office area measuring 3,000 square feet could cost between $1,500 and $9,000, depending on the amount of furniture materials needed, how much disassembly is required, and where you are moving.
This estimate includes all moving costs: packing, movers, and moving truck.
3. Visit the New Space
Remember to inspect the space before signing the lease.
It is important to know the purpose of every room so you can inform movers about where to place certain boxes.
What to note about the new space:
- You need to renovate the space.
- How clean is the place?
- Access codes and information
- Loading docks Location
- Each room has a specific purpose.
- Map for moving vehicles
- Additional keys or temporary codes for movers
4. Prepare the New Space and Hire Cleaning Services When Needed
It's easy to forget this step in the rush to get everything to the new location. But hiring cleaners is a good idea before moving in new furniture.
This could cause you to delay the move if you have to fix or renovate parts of the building.
It is important to get everything in order before you announce the move. Hiring office movers can help to set your timeline.
What to do:
- Do you need cleaners?
- Do you require a professional renovation service?
- Do you need to furnish more rooms?
- Are you looking to purchase more chairs, desks, or couches for your team room?
5. Announce Office Relocation both Internally and Externally
The internal details have been finalized; now it is time to move the office officially.
Who should be informed about the move:
- Employees
- Contractors
- Business partners
- Suppliers
It's only possible to get it to happen if you tell everyone. Sharing with others has been shown to keep things moving forward. Sharing with others is the best way to be accountable.
This will likely happen if you have told your staff and begun to pay moving costs.
You're unlikely to see a change if you only look at the lease term.
How to announce a move in the office:
- Name and new address
- Office relocation date/dates
- The new office has many important features.
- Justification of office relocation – This can be in the form of a letter from the CEO or any other key decision-maker explaining the necessity to relocate.
- The role of the employees involved in the move and the moving company(s) involved
- What information should employees expect about the relocation of their office?
Phase 2: Preparation and Packing (5-12 Months Before the Move)
6. Make an Inventory and Eliminate Non-essentials
You must know what you need to move before considering moving companies.
It can be easier to get a quote and move your office.
You may be charged extra for larger items, so count what you are selling and what you will take to your new office.
You don't need to spend money on moving items that you will only throw away at your new office.
As your moving date nears, you must take stock of what you will keep and throw away.
7. Assign Tasks and Create a Relocation Committee
You've set the dates and know how much it will cost to move your employees and supplies to the new office.
Last but not least, the company has been informed. You are now ready to go official.
It's now time to put rubber on the road. Now is the time to prepare your space for movement.
It's best to assign specific roles to your employees if you decide to have them help with the move.
It will also help them understand their part in the move and let you know what has been done. This will ensure that moving day doesn't become a wild party.
You may only need a few employees to inform you of the larger items on your floor or in your office. You will know what to say to the long-distance moving companies or commercial movers so they can provide you with an accurate estimate.
8. Hire Commercial Movers as Needed
It's now time to close the deal.
You should schedule the movers only after you have completed the previous steps. After you've approved the small details, it's time to send the details of your office move to the moving company to receive a quote.
You can compare your region's top local and cross-country movers without creating a huge spreadsheet or opening twenty tabs on your browser.
You can either hire a professional moving company or enlist the help of your employees. A mover is the better option because they have experience in what they do. However, you can also ask for employee assistance, noting that their time will be devoted to the move rather than their daily tasks.
What now:
- Hire movers
- You may need different kinds of boxes.
- Start packing
9. Label the Boxes to Ensure That Each Item Goes to the Right Place
Unpacking will be easier if you pay attention to the details.
Labeling your boxes can help you place the box in the correct room and find the necessary supplies in the new space.
You can also give the movers more detailed instructions, saving you time.
You won't need to worry about putting all the boxes on the right shelf. They will be there for you.
10. Meeting with the Moving Company to review Plans
It is important to give your movers the information they need to successfully move to the new office.
Depending on where you are and where you're moving, they may need to know the passcode, the building entry schedule, the loading dock location, and more.
Register the movers before they arrive with the security and set the date and time for their arrival.
These things may seem small, but they can make a huge difference on the day of your move, especially when the loading dock doesn't match the exact building address. This will help you move faster and, if the movers are paid by the hour, could save you money.
The key information to give the movers:
- Temporary passcodes or Passcodes
- Building entry schedules
- Loading doc location
- Room names and box labels on the layout map of an old and new space.
Phase 3: Moving and organizing (The Week of the Move)
11. Pack Items in Appropriate Containers
Many things need to fit into a box.
There are many types of boxes: mirror boxes, TV boxes, and others.
Packing everything into the right box can make or break the move to your new office. It's important to refrain from bringing broken screens and computers into the new office.
Packing wires correctly is another detail that needs to be addressed. If you pack cables and wires incorrectly, they can be bent or split and not work.
Ask the professional Office movers if they can provide special boxes to protect your valuables.
It will ensure everything is delivered to the new location in perfect condition. To ensure a smooth move, it is important to have a way to keep confidential all data and documents. Do not lose any papers, particularly information that doesn't have to be shared.
12. The Office Move: Check the Building Again
13. Make Sure the Utilities Are Set Up Before the Office Move
You may only need to transfer utilities from your current office. Make sure you have electricity and running water in your new office.
Checking Utilities:
- Gas
- Electricity
- Water
- Installing Internet and phone
14. Last-Minute Packing
All the little leftovers must go!
15. Move!
Your moving date is approaching, so it's time for you to celebrate your new office and move!
Conclusion
After diligently adhering to this meticulously crafted guide and navigating through the diverse phases of planning, packing, unpacking, and executing, you should be comfortably settled into your new office space. Each step was crucial, from selecting the most competent commercial movers to ensuring that every piece of furniture and equipment was appropriately labeled and placed in its designated spot. The attention to detail in packing and unpacking ensured that each item, whether a bulky piece of furniture or a delicate piece of electronic equipment, was handled with utmost care, guaranteeing a smooth transition.
This journey, from creating a robust timeline to ending with the actual move, underscored the importance of coordination, clarity, and professional assistance. Each stride was marked with precision, leading to an effortless office transition, reinforcing that with proper preparation and the right partners, even seemingly Herculean tasks can be accomplished seamlessly.
If your company is considering relocation and packing and unpacking seems daunting, don't fret! Moving Companies, Queens is your go-to partner for a smooth, stress-free relocation experience. Whether you have a small setup or a sprawling office, our experienced and meticulous team ensures your move is executed precisely and carefully. Contact Moving Companies Queens today and make your office transition truly effortless!