The logistics of an office move can be a nightmare. With so many things to keep track of, from extension cords to file cabinets, keeping organised is truly the only way to achieve a successful move. Although veteran office managers are well-versed at multitasking, wrangling equipment and inventory during an office move will be tricky without a complete checklist and a few tips to keep everything on track.
The good news is that a successful office move is completely possible. Preparing in advance and putting everything in order is key to making sure everything is properly transferred to the new office and that nothing gets lost along the way. Here are eleven tips to achieve the ultimate office move:
Collaborate on a Shared Moving Folder
The first step to getting organised for an office move is to create a shared moving folder. This will help you keep track of spreadsheets, quotes, checklists, and other important documents you’ll quickly accumulate from the process of moving. This will allow you to access all the files you need from just one place.
Inform Everyone Involved
Involving your employees in the relocation process is integral to a successful move, so be sure to hold a face-to-face meeting with everyone to discuss the upcoming transfer. Be sure to notify your landlord, clients, and business partners in advance as well to prevent any mishaps.
Take Stock of Office Inventory
Assess your office inventory as soon as possible, including all furnishings, equipment, and furniture. This will allow you to determine their fit for the new office and sell or donate the ones that don’t make the cut. You’ll also have a more accurate moving quote the sooner this is done.
Hire a Moving Company
Hiring a reputable moving company is also essential in making sure your move goes as smoothly as possible. You’d want a company with a stellar reputation, comprehensive estimates, movers insurance, and a speedy response time.
Walk Through Your Office With Your Mover
Once you’ve chosen your mover, walk through your current office with them. They’ll be able to estimate the number of trucks, equipment, and movers that are needed to complete your move. If there’s anything in your office that needs special arrangements, they’ll inform you and you can prepare ahead of time.
Walking through your new office will also provide your mover with a complete picture of where they’ll be relocating the items. This will also allow them to give you an accurate quote for their services.
Confirm Moving Details
To make sure everything is going as planned, make sure to confirm moving details with your mover a few days before moving day. You’ll be apprised of any sudden changes on either ends or any changes that need to be made, which will allow you to make the necessary adjustments.
Appoint an Onsite Company Supervisor
Having an onsite company supervisor on each moving location will give you a direct line of contact to the ongoing activities. It will also ensure that everything that occurs is overseen and sanctioned by the company.
Cancel Utilities and Services
In order to avoid incurring charges for utilities you no longer use, be sure to cancel all utilities, services, and subscriptions for that address. If you’d like to continue them, make sure to notify them of your new address ahead of time so they don’t suddenly show up at an empty office!
Collect All Keys and Passes
In the days leading up to the move, be sure to collect all keys and passes from your employees. Your landlord will definitely want every copy available, so keep track of those who have access to the office and those who have already surrendered their keys.
Schedule Set Up at New Office
Make sure to schedule a specific day to set up your new office, including the assembly of office furniture and putting up furnishings. You may need special services to help you install equipment beforehand, so set this up before your employees report to the new offices.
Update Business Address
Lastly, don’t forget to update your business address throughout your website and all social media platforms! Include your new contact information wherever possible and consider updating your business cards as soon as possible. This will help clients and business partners reach you faster.
Having a smooth office move is challenging, but it’s definitely possible with the support of your staff and a moving company. By staying organised and keeping these tips in mind, you’ll have a successful office relocation that’ll go by in the blink of an eye.
Need a mover to help with your office relocation in the UK? Roadway Mover is here to help! We are a moving company in Essex that offers furniture dismantling services, office relocation solutions, and many more to provide a dependable and reliable service. Get in touch with us to get your instant quote today!