Moving an office can be pretty challenging, given the sheer number of tasks involved. However, you can better coordinate an office move without a hitch with the right planning and organisation. Thus, we've put together an office moving checklist with timelines to help you move office seamlessly.
12-6 Months Before Moving Day
Announce the Move: You can opt for a memo, email, video call or notice board to inform your employees of the big move. Whichever method works for your team, make sure you give detailed information about the move. Your employees need to have all the important information beforehand.
Create a Project Task Checklist: Apart from preparing for the move, there is the usual office work. Thus, to keep tabs on everything, you must create a task checklist with all the nitty-gritty pertaining to the move. In this office relocation checklist, include goals, objectives, activities, and timelines. With an outline of all the essential details, it will be easier to follow up on every task and minimise the downtime during planning, relocating and settling in the new premises.
Of equal importance is to organise all the information about the move (the checklist, to-do lists and any other information) in a single place. This makes access easy when you need to retrieve information.
Talk to Employees: Yes, you made the announcement. But now, you want to have a sit-down with employees to get their feedback about the move. Assuming they have concerns about the new office layout, equipment needs, seating arrangements or some new workspace needs, you can talk about it in good time. It will help to write down the recommendations they have.
While it will be great to have a seat in, you can also communicate via department heads, emails, or surveys.
Establish the Budget and Purchases: Way before you start getting quotes for purchases and movers, have a budget in place. Come up with an estimate of all the office move-related expenditure. You also want to have a guideline for move-related purchases.
This is a crucial part of the office moving checklist. A budget estimate minimises overspending. It will help you come up with innovative ways to minimise the cost. For example, if the budget is tight, employees can pack their things instead of hiring professionals.
Get Volunteers for a Moving Committee: There's a lot that comes into play regarding office relocation. You'll need a team to help manage the moving process. You can start by requesting volunteers from each department. The departmental volunteers will represent the needs, concerns and priorities of their department. They might also be appointed to handle different stages of the move, like designing and decorating the new office, organising, packing, planning and unpacking.
You'll also want to appoint one person as the designated go-to person. The move manager will oversee the entire moving office process. They'll be the point of contact with the landlords, contractors, movers, committee members, employees and the management.
6-3 Months Before Moving Day
Secure Movers: Once you've secured your new office location, it's time to find the movers that will meet your business removals need. The trick is to find a company that handles everything; cleaning, packing, and moving.
Once you have recommendations, dig further to find out their fee structure, flexibility and services. It will also help to check their website and social media pages and read the customer reviews. Once you've settled for the right company, lock in a moving date.
As one of the reputable moving companies in York, our reputation precedes us. Over and over again, we've delivered beyond our customers' expectations. We hope to make your office relocation seamless.
Notify Your Current Landlord: With the date at hand, notify your current landlord of your move.
Communicate Externally: Let your partners and suppliers know about your planned relocation.
Start Packing: To avoid a last-minute rush, start packing rarely used items way before the moving day. Only leave out the absolute necessities that employees can't work without.
3-0 Months Before Moving Day
Label Items: It will be easier for the movers and your employees if everything is labelled appropriately. You can use numbers, letters, shapes or colours. This way, movers can quickly match boxes with their designated location.
Discontinue Services: Give your cleaners, security personnel and landscaper a notice so that by the time you are moving, you'll have discontinued their services.
Transfer Utilities: You can transfer utility to the new office or find a new provider.
Create a Change of Address List: Compile a list of all your clients and customers and send them an email about your relocation. Include the new address and contact details of your offices.
Update Company Address Listings: Update your address on the company website, social media accounts, magazine and newspaper subscriptions, banks and financial institutions and listings such as Google My Business and Yelp.
Arrange for Setups and Installations: Find an internet and phone service provider in advance. They can do the installation before you move. When it comes to computers and IT installations, inquire in advance if the IT team will set up themselves or they'll need help.
1 Week Before Moving Day
Send Staff Reminders: Send a reminder to staff members. Give them the new address and the phone number.
Check Labelling: Check that all the items are labelled accordingly. You don't want confusion after the move.
Survey the New Premise: Visit the place before the moving day to ensure everything is in order. Check the utilities, broadband connection, telephone installation, ventilation, etc. Make sure everything is in place.
Share Itinerary: Talk with the moving committee about their plan for the remaining days. Go through the whole office moving checklist. More importantly, go over the moving day plans. At what time will the movers arrive? Who will be at the new premises when the movers arrive? Who will be onsite as the movers pack items from the old office? Make sure every aspect of the move is covered. Don't forget to appoint the person who will lock up the office once everything is loaded.
Do a Walkthrough: Once everything is loaded in the van, do a final walkthrough to see if the movers missed anything. You'll also survey the property to see if there are any damages. It is best to take pictures of the office to have proof of the final condition in case anything comes up. You can also go through your office move checklist to ensure all the boxes are checked.
Set Up the New Office: It's time to set up working space, furniture, equipment, and other machinery or systems. Depending on your agreement with the movers, they can set you up, or you can do it yourself.
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