Moving an office is no small task- it’s an adventure for sure. While relocation may be very exciting, the real actual moving part may get pushed aside in the thought process.
Moving an office is completely different from moving a residential space. This is due to paperwork, office equipment, and technology, storage solutions, desks, chairs, cubicles, the list can go on and on.
To help you stay as excited and stress-free as possible during your move, we’re going to give you our expert tips for a trouble-free office move.
Prior to the Day of Your Office Move
There are a few steps to take prior to the day of your move:
- First and foremost, because your office move is a big deal, be sure the new space meets all of your needs before you take the leap. Knowing your next office is a great fit for you, your employees, and your company’s goals, while providing an ambiance that offers a good working environment will tell you whether the move is worth it.
- Prepare your staff by giving them an adequate amount of time to box and secure their items. Keep in mind that the goal is to have the least amount of upheaval as possible, they still have a job to do, so time management should be a priority. Doing this will help keep work in session throughout the moving experience.
- Be sure to contact building management (both buildings) to find out their moving requirements and restrictions. Things to consider are moving times, floor protection, elevator and loading dock use, and parking rules. Also, find out if they need the mover’s insurance carrier to provide a certificate of insurance listing the office building as an insured party. If making your office move with Road Scholars, please email [email protected] with your name and your company name and detail all moving regulations and insurance requirements.
- Have a moving budget that’s realistic and approved by anyone who needs to approve it. Determine whether special moving equipment is necessary. Your movers may be able to provide other types of equipment such as computer carts for the day of your move, be sure to inquire if there is a rental charge for these extras. Your movers will be able to help you pick and choose add-ons.
- Plan for an electrician to take your old office down and set your new office up. Note that most movers are not electricians and will not help you with anything electrical, even dismantling or hooking up electrical wiring through cubicles. Have a certified electrician on-hand to help with anything pertaining to electrical work. Some movers are experienced at disassembling, moving, and reassembling non-electrical cubicles, so if you require that service, be sure to ask and not assume. Don’t forget to get your cable and/or internet service installed so your tech is up and running as soon as possible.
Tips For a Smooth Office Move
We would recommend having these things done prior to the day of the move, but at the very least, they should be taken care of before the movers show up.
Make a list
Have each person in the office detail what needs to be moved from their space, this ensures that items aren’t overlooked by the movers or the employee. Be sure to have the employee delineate any necessary information that may be unique to an item being moved, for example the key is missing to the top right drawer and it cannot be opened or emptied.
Be boxed up and ready to go
If you’re not using the moving company’s packing services, be sure you have all of your boxes packed and sealed by the time the movers get to you. Remember to keep heavier items, like books, in small, manageable boxes.
Valuable items (art, confidential documents) should be taken to the new office by the individual responsible for those items.
Be organized with labels
Labeling and/or color-coding items, personal belongings, computers, boxes, etc. to designate a certain office will help the movers know where to put things when they arrive in the new office space. Doing this can avoid much confusion after you’ve moved.
Draw a floorplan
If you have a specific way you’d like your spaces set up, drawing a floorplan for each individual office area and having it taped to that door will help your movers know where to put the items if you’re not available. This will help get your employees back in the groove and keep anyone on staff from having to move things around later down the road.
Have furniture ready to go
Moving companies have different rules they want you to follow as far as your furniture goes, so be sure to check and see how you should handle your desks, filing cabinets, bookcases, etc.
More often than not you will be required to remove at least some drawers from filing cabinets and desk drawers and bookcases should be completely empty.
Do a complete walkthrough with the moving crew leader at both the origin office and the new office to be sure everything is completed properly: all items are taken, all items are assembled, all items are placed where they should be.
If you follow these office moving tips you’ll be in a good place for your big move.
Need more information on moving your office? Give us a call here at Road Scholars Moving Storage and we can help.