Office Moves Without the Headaches: A Checklist for Stress-Free Transitions

Step 1: Start Planning Early

The key to a successful office move is starting the planning process well in advance. Ideally, begin prepping at least six months before the move. Working with this type of lead time will give you enough time to account for unexpected challenges.

Checklist Items:

• Set a timeline: Establish key dates for the move, including deadlines associated with packing, transporting, and setting up the new office space.
• Assign a project manager: Designate a person or dedicated team to oversee the move, making sure all aspects are managed and coordinated.
• Create a moving budget: Account for costs such as a commercial moving company, new office equipment, and any renovations.

Common Mistake to Avoid: Waiting until the last minute to begin planning. This can lead to rushed decisions and increased stress.

Step 2: Audit Your Office Inventory

Take stock of what you have in your current office space. This is an ideal time to declutter and decide what items should be moved, what could be made redundant, and what should be replaced. From office furniture to IT equipment, a thorough audit will help streamline your packing, and let you only bring what’s necessary to the new location.

Checklist Items:

• Take inventory: Make a detailed list of all items that need to be moved, including furniture, office supplies and technology.
• Purge unnecessary items: Dispose of, recycle, or donate outdated or unused equipment and supplies.
• Order new equipment: Identify any items that require replacing or upgrading prior to the move.

Common Mistake to Avoid: Carting along clutter to the new office. This will slow down the unpacking process, make the new space feel disorganized, and increase your company’s moving costs.

Step 3: Coordinate with Movers and Vendors

Securing a reputable commercial moving company is 100% essential for a smooth office relocation. In addition, it may be likely that you will need to coordinate with other vendors, including your current suppliers, utilities and IT support providers, and the like.

Checklist Items:

• Get quotes: Contact multiple moving companies to obtain quotes and compare services. Be sure to check reviews and only work with a mover who is experienced in commercial moves.
• Communicate with IT: Coordinate with your IT team or a third-party service provider to confirm all technology, including servers, computers, phones, etc., is properly disconnected, transported, and reconnected at the new space.
• Notify service providers: Inform vendors, such as Internet, phone, and utility providers about your move so downtime is minimized.

Common Mistake to Avoid: Failing to book commercial movers or coordinate with vendors early enough. This can result in scheduling conflicts, prevent business continuity, and lead to decreased customer satisfaction.

Step 4: Communicate with Employees

Office moves can feel stressful and confusing to your workers. So, it’s important to keep them in the loop through all phases of the transition.

Checklist Items:

• Announce the move: Notify employees of the move as soon as possible. Include details such as the move date, new office location, and any changes in daily routines.
• Assign packing responsibilities: Encourage employees to pack their personal workspaces and label their boxes for easy unpacking.
• Share a moving day plan: Outline what employees can expect on moving day, including if they are responsible for moving personal items and what should be anticipated as setup takes place in the new space.

Common Mistake to Avoid: Leaving employees in the dark about moving plans. This can lead to anxiety, confusion, and impact morale.

Common Mistake to Avoid: Forgetting to update your address everywhere it is listed. This can result in missed deliveries, payments, or lost business opportunities.

Step 6: Set Up the New Space

Once the move has been completed, the final step is to get your new office space operable and ready for business. Focus on setting up new technology, organizing workstations, and guaranteeing employees can get back up and running with minimal headaches.

Checklist Items:

• Set up IT systems: Confirm all computers, servers, and phone systems are properly installed and tested.
• Arrange workstations: Organize desks and office furniture in a layout that supports workflow and encourages productivity.
• Test the office environment: Check the heating, cooling, lighting, and other office systems. Make sure all is functioning correctly, and employees are comfortable.

Common Mistake to Avoid: Rushing to get the office setup without also testing all systems. This can lead to delays and employee frustration.

Partner with Corovan on Your Office Move

Office moves can feel overwhelming and unpredictable. However, when you partner with a commercial moving expert like Corovan, you can make sure your office move goes off without a hitch. We’d love to help you plan each step of the process and ensure your commercial move is a success. Reach out to us directly for more information.