So it’s finally happening! The company worked their best, and the whole gang’s now able to bag a shiny new office. Sweet! This is such an exciting time for everyone, and it seems that nobody can wait to move into a new and better-looking workplace.
But hold on, let us remind you that even though you have the right to be cheery and joyful about the big move, it’s not that easy when you start getting things done. Most of the time, essential files, necessary contacts, and essential pieces of computing equipment get lost.
To save you from the hassle and make your move as smooth as possible, we have prepared a step-by-step guide for you to go through that’ll not only keep the process organized but will also be efficient enough to ensure that no items are lost, and every member of the organization is well-updated about each event. So without further ado, let’s get to it.
STEP 1: Planning
First things first, you need to start prepping three to six months before the actual move. Little by little, piece by piece – gather as much intel about your current office as you can.
You need to review your commercial property lease, and if you’re planning on leaving early, it is most likely that your deposit won’t be given back to you. Make sure you find and repair any damages to the office before leaving.
The most crucial task in this stage is finding refurbished shipping containers for transporting staff’s files, reports, and equipment while moving.
It is vital to note that this planning phase is no one-person job; it is necessary to assemble a very efficient team of managers responsible for the division of work so more aspects of the moving job can be covered in less time with more accuracy.
Lastly, set up a moving budget and make sure it is made with high precision rates so the later budget won’t exceed the calculated one.
STEP 2: Relaying To The Rest
After the first step is done, it is now time to relay the moving information to your company’s internal and external parties. Release a notice that’ll inform your employees and clients about the location change.
Not only that but the organizations or people you associate with like the banks and telephone services or even your customers – should be reported about the address change. It is also crucial to talk to your landlord and/or property manager about your situation.
This is the stage where you start gathering information about the necessities of the equipment distributed to the workers. For example, the IT department should identify less valuable devices to be shipped first and later the vital ones.
Oh! This is done not to cause any disruption in the work. An up-to-date list of all the employees and clients should be made and double-checked to ensure no records will be lost during the big move. And don’t forget to contact your movers to seal the deal with the budget expense we talked about earlier.
STEP 3: Time To Prepare
After all that is taken care of, you should start considering the logistics of shifting all the office equipment from one space to the other in this phase. You should start by getting a detailed floor plan of the new workplace and think about how you’ll lay out the desks, chairs, and other furniture in the new office space.
Assign each department a color code and mark their area on the office’s map with that color. Furthermore, assign each employee their number and mark each workspace by that number. This will display the seating arrangements of each employee.
Another essential task is to sign an official lease as soon as possible before the move and hire cleaners for both the current and the new office. Make sure you book parking space and elevators for the day of the big move so no one will be bothered.
You will also need to finalize access codes to your new workplace for security purposes. Send a detailed description of the address and floor number of each department to the movers and staff.
The office’s layout that you made earlier will help the movers in setting up the furniture. Finally, create a plan for the staff to follow on the day you’re moving and notify their new joining dates
STEP 4: Beginning The Move
On the day of the move, you should be feeling confident and well-prepared because all the major tasks have been taken care of. Keep the movers’ and the new place’s emergency contacts close in case any mishap arises.
Make sure to keep the movers hydrated because they’ll be needing a lot of strength that day. You’ll also have to see that all the necessary pieces of tech equipment are moved and installed first.
Be vigilant towards the color-coded assignments you made earlier and make sure everything is placed correctly. Contact the telephone service providers and book a date with them to ensure the operational working of the telephone lines.
STEP 5: Time To Settle In
Finally! You have moved in! Now it’s time to finalize a few things so your business can start as early as possible. Make sure all the areas are laid out similar to the initial office plan. Set up all the tech equipment and ensure the telephone lines have started functioning.
Don’t forget to update the company’s new address on your business cards and the company’s official website. Make a new phone list and distribute it among employees and clients. Make sure all past leases have been dealt with.
Collect all the old passes, keys, and IDs related to the old location and distribute the new ones. Try to arrange the IT systems as soon as possible to start the company’s server.
You can also throw in a welcome party to celebrate the success of the big move and treat the employees to something special. This will give them the motivation they need to start working again but with more efficiency.
If you’re done with everything mentioned above, pat yourself on the back because you deserve this. We hope this article helped you out, but if you need it in a list version, please be our guest.