An office relocation project can be stressful. You must move all the essential items from your current office to an entirely new office.
These items could be file cabinets, sensitive documentation, computers, tables, chairs, wall certificates & photos, and all other machines and breakable items.
The new office might not even be in the same building either. It could be several miles away in a different city.
If you want to plan a successful office move, you must understand the proper ways in which to organize it.
The difficulty for the office relocation will depend on your budget, timeframe, resources, and the number of items you want to move.
Below are seven tips to help a company when moving to another office.
1) Use a Pallet Cage
When you start packing your office belongings, the most fragile or hazardous items should be stored inside a pallet cage.
The cage’s steel barrier will prevent these items from getting slammed around or damaged as they are transported to the new office.
Computer equipment and breakables, for example, could go in the cage to keep them safe during the move.
2) Choose Which Items to Take
Do not feel compelled to relocate every single item in your office. There is nothing wrong with downsizing by leaving certain things behind that are unimportant or unnecessary.
It will also reduce your moving expenses if you downsize because you will have fewer items to relocate to your new office location.
Sometimes an office relocation project could give you the incentive to replace your office items. Perhaps you could purchase new furniture and have it delivered to your new office.
If that is the case, why not sell your old furniture and make some money on that to help finance your move?
3) Gather a Team of Movers
Are you going to hire professional office movers or ask your friends or family members to help you?
The answer will depend on your budget and how many items you need to move. Professional movers are recommended if you need to move larger office items, such as furniture.
They come equipped with their own storage trucks and an overall skill for moving items from Point A to Point B.
4) Establish a Budget
Before you jump right into moving your office, it is essential to create a budget for your moving project.
How much will it cost to hire movers? Are you going to replace any furniture or computer equipment? If so, how much will the upgrades cost?
You will need to answer these questions when you create your budget. Compare the expenses to how much money you have available to pay for office relocation.
If you have many valuable possessions to move, you might want to consider purchasing a moving insurance policy. It will compensate you in case any of your possessions get damaged.
5) Notify Your Employees
If you manage a large office with multiple employees, make sure they are kept in the loop about the office move.
Do not just surprise them out of the blue one day because it will put more pressure on them and diminish their productivity.
You should give your employees at least 2 to 4 weeks to prepare for the office move. If they have personal possessions at their desks, tell them to take their possessions with them at the appropriate time and day.
6) Create a Timeline of Events
The office relocation project will not be executed all in one day. There are a series of tasks that need to be completed before the office items are moved.
For instance, you must choose which possessions you want to move and which ones you want to throw away or sell.
Next, you must create a budget, find a moving company, pack the items, and prepare your new office.
All these tasks will take place at different times. Create a timeline of events to schedule each task that needs to be completed.
7) Notify Service Providers and Customers
When you prepare to relocate your office, you need to notify all service providers and customers associated with your business.
These service providers would include the power company, water company, telephone company, internet service provider, government agencies (if applicable), post office, shipping services, and any other company that provides a service to your business.
If you have customers or clients who regularly visit your office, do not forget to inform them of your new office address. That way, it will not look like you skipped town without notifying them.