The only thing more stressful than a residential move is an office move. Every hour an office is in transit money is lost for the business. Trying to find the time to orchestrate a move while running a business is enough to make anyone overwhelmed.
In addition to giving yourself ample time to plan the move, using checklists is one of the best sanity savers. Use our ultimate office moving checklist to ensure all the major to-dos and minor details are covered.
Scheduling the Move
At least 3+ months before you plan to move:
● Research local commercial movers.
● Interview movers and get estimates.
● Select a mover and lock in a date.
● Do an inventory of everything in the office you plan to move.
● Contact your insurance company to discuss whether additional coverage is needed.
Planning the Move
Now that the movers are hired and the date is set it’s time to plan out all of the details. The more effort you put into planning the smoother everything else will go.
● Create a moving committee at the office and assign specific tasks to each person.
● Set up the move as you would any other project, including adding it to your project management system.
● Create a contact list for all employees and companies that are part of the move.
● Decide whether professional packing services will be needed to help get the office ready for the move. It may be more cost effective than having employees do it.
● Examine the communication and network system in the new office to decide if any special requirements are needed.
● Contact service and utility providers to update your service or setup a new plan if necessary.
● Come up with a strategy for keeping employees, customers, vendors, suppliers and partners updated on the upcoming move. Make sure to send updates to employees the week before and day before the move so everyone knows what is expected.
● Start looking for the best priced moving supplies and stocking up.
● Update all accounts with the new address a few weeks before the move.
● Update your address with the U.S. Postal Service a few days in advance.
● Contact your moving company a few days before the move to verify all of the details and timeline.
● Reach out to the building manager of your new office a few days in advance to verify to finalize your moving plans, especially where to load and unload.
● Update your website and social media accounts with the new address.
● Use the afternoon before the move to have everyone clear out and pack their desks. Make sure to provide recycling bins.
Moving Office Furniture
If you thought moving living room furniture was a big undertaking, think again. Moving an office full of desks, conference tables and file cabinets will make the living room look like light lifting.
● Come up with a layout for the new office. Make a blueprint or floor plan to share with the movers.
● Label the furniture accordingly so the movers know where to put it.
● Decide which furniture is going to be moved and which furniture needs to be sold or donated.
● If you’re buying new furniture try to schedule delivery for the day after the move.
● Get each employee to pack up their own desk the day prior to the move.
● Have a training day with employees to go over moving safety do’s and don’t’s.
● Do a demonstration of the proper way to pack up a desk so employees use best practices.
● Lock or tape up all of the desk drawers.
● Have tools on hand for dissembling the furniture.
● Keep bags on hand for the holding hardware that’s removed.
Moving and Storing Files
Even in an office with expensive high-tech equipment, business documents are still the most valuable items being moved. Take time before the move to get files stored online and follow up with extra precautions during the packing process.
● Scan and backup all paper documents online. Consider using a cloud service so that documents are fully secure.
● Backup all computers and hard drives in at least two locations.
● Shred all paper documents that are no longer necessary.
● Get file boxes to pack paper documents.
● Be careful not to overload document boxes. They can get heavy and increase the chance of injury.
● Create a plan to transport computer equipment in your personal vehicles rather than the moving truck.
Moving Office Equipment
The specialized equipment in an office requires special moving considerations. Here are a few to-do’s that need to be done.
● Inventory all office equipment, taking note of the manufacturer and any recommendations on the label.
● Contact the manufacturer if you have questions on how to move a piece of equipment or need technical assistance.
● Line up necessary moving tools for heavy equipment, like dollies, skates and tie downs.
● Prepare equipment by removing liquids, oils and removable parts.
● Clearly label any equipment that requires special moving instructions.
● Put cords, plugs and removable parts in a separate bag or box and label it accordingly.
Looking for some professional help moving your business? Contact Square Cow Movers today for a free quote!