Moving your office is an enormous task. Ideally, you’ll begin the process six months before the official move date. However, sometimes you must move more quickly. Here’s a guide to moving your office in three months.
As soon as you know you’re going to move:
- Appoint a moving team chaired by a move coordinator. Choose an employee with excellent organizational and communication skills who can fit the task in with their regular responsibilities or clear their workload to handle the task.
- Develop a communications plan for stakeholders, including employees, customers, and suppliers. If the move is too far away for current employees to commute, decide which employees you will ask to relocate with you. Develop attractive relocation packages for those employees and severance packages for those who won’t make the move.
- Determine the new office layout and determine what equipment and furniture will fit into the new space.
- Review your lease agreement.
- Set a moving budget. Remember to include funds for any new furnishings or equipment you will require and moving expenses.
- Contact at least three professional, experienced office movers for quotes.
10 Weeks Out
- Tell employees and provide a checklist to help them stay on schedule with their tasks. If the move involves relocation, meet with employees to determine if they will relocate or separate from the company.
- Begin announcing the move to customers and suppliers. Use printed and social media. Always stress the benefits of the move to your customers.
- Develop a plan for disconnecting and reconnecting IT. Also, arrange for utilities and phone systems transfers.
- Order any new furniture or equipment you’ll need in the new space.
- Book your professional mover. Notify your landlord and employees of the move date.
Two Months Out
- Declutter. Tag anything that you don’t need for sale or donation.
- Gather your moving supplies and begin packing nonessentials for the move. Develop a company-wide labeling system for consistency.
- Continue open conversations with your employees about the move.
- Reserve offsite storage if necessary for archived files or convert the files from paper to digital.
- Send address change orders to the post office.
- Check the new office to determine whether cleaning is required and whether you can start decorating before the move date.
One Month Out
- Set up a hybrid work arrangement if necessary during the transition.
- Finalize plans with your move team and professional mover.
- Order keys or access cards for your new office.
- Back up your data.
- Assign employees to pack up their desks.
One to Two Weeks Before
- Onboard employees with the hybrid tool, if necessary.
- Ensure the move is progressing on schedule. Remind employees to pack.
- Collect access cards and keys for the old building on the last workday before the move.
- Supervise the process to ensure smooth loading and unloading.
- Walk through the old office to ensure you’ve left nothing behind unintentionally.
- Hook up technology and test to ensure it operates properly.
Just After the Move
- Celebrate the move with employees and other stakeholders.
- Double-check to ensure you’ve notified all stakeholders of your new address.
A skilled professional mover can guide you through the moving process and save you time. We specialize in providing safe, efficient, and seamless office moving services. Contact us today for a quote for moving your office.