Whether transforming into a hybrid organization or relocating to a different area, you should be well-prepared for office moving as you were with your house. Many people get excited over office moving, considering how small an office is compared to their house, which they tackled excellently.
However, the process can get frustrating mid-way if you don’t have the appropriate office moving checklist. Discover how you can move your office stress-free with this blog.
Sort Out the Logistics
After deciding you’ll be moving out of your current office, the most immediate step is sorting out the logistics, which should be undertaken at least six months before the actual move. Office logistics entails reviewing your prevailing lease to determine your financial connections to the office.
It would help if you also acquired quotes from several moving companies to evaluate what they have regarding the office moving discussion. The planning stage is quite comprehensive as it is when you should develop a reasonable moving budget for your office after evaluating whether you need coverage.
You can work with the planning team for office moving to get remarkable results. As the anticipated moving date approaches (approximately three months before moving), you should settle a higher percentage of moving plans and notify your current landlord about terminating the lease.
Good communication remains vital for nearly all processes and organizations. After planning your upcoming move adequately, the next step should be communicating with every party connected to the office. It includes communicating with the team moving, and putting everything together.
Communication about your moving should go beyond your immediate employees to suppliers, contractors, vendors, affiliates, and other partners. You can also publicize your next office’s address (if necessary) and inform them how your moving might impact your partnership. A communication list of all the concerned parties you need to send emails to can fasten the process.
Prepare for Moving
After planning all the logistics and communicating effectively, you can confidently prepare to move office equipment from the current space to the next. You can start by creating an inventory of the existing office essentials, from furniture, electronic gadgets, stationery, and anything else that should be moved.
If you’re moving several offices, you should allocate responsibilities to different departments to work on their offices. The preparation stage is also the right time to approve any pending documents, such as local licenses, elevator permits, parking space permits, and other documentation related to the move.
You may also want to use storage Ontario to assist with the moving process. From container rentals to facility units, storage helps you move offices more easily. You can store furniture and other items during the relocation. Once you have completed moving, you can retrieve your belongings easily.
Organize for cleaning service for both your current office and the upcoming one as you finalize access permits for the new location. At this time, your professional movers should have gotten a comprehensive plan of your office for easier moving.
Preparing for office moving also entails determining standardized methods of labelling keyboards, hard drives, screens, laptops, and other fragile items. In a shared office, work on only what belongs to you.
You can assign a subordinate to watch over the movers as they organize and pack the office equipment. Finally, make all the permit documents and keys to the new premises available to the moving coordinator.
On the Moving Day
The long waited moving day is finally here. If you’ve followed the above steps critically, you shouldn’t be worried about your preparedness for the day. If you had planned a moving party at the office you’re about to leave, it should be done early enough to save time for the movers to do the packing.
After successful welfare, ensure you have all the important contacts, including the emergency ones. You can write them in your notebook or list them on your phone. Other logistics for the actual moving day include disconnecting any electrical devices before the movers arrive at your former office, organizing air conditioning for your new premises, and testing the functionality of internet and phone systems at the new office before settling.
Remember to hand over all the keys, cards, and passes of the old office to the landlord. Even better, you can organize a post-lunch or coffee time for your moving representatives after the job has been well done.
The vast mountain is finally done, but you cannot rest yet. Get back for the final lap, checking if everything has been done as planned while working on settling as soon as possible. The last phase involves setting up electronics and furniture at your new office, updating the insurance company, lease contracts, business website, contact lists, telephone, and other essential details affected by the move.
This is the time to check if the office has been well-furnished and all the previously noticed damages have been repaired. Collect and distribute the keys, key cards, and passes for the new premises to the concerned parties. Additionally, confirm with your accountant if all payments and invoices are on the right track, then organize an office-warming party to shower your new place with positive energy.
Congratulations on Your Move
Moving has never been easy. With the above checklist, you can now navigate across the office- moving milestones with ease and a happy face. After a successful office move, you should celebrate yourself, the staff, and moving representatives with gifts or some days off from work.
Remember, working with a professional moving company gives you the most desirable results possible. For effective office moving, contact us, and we will deliver more than you anticipate.