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15 Steps To Prepare For An Office Move

15 Steps To Prepare For An Office Move

Your business is growing, and you’re in the market for a new office! You have researched the perfect area in Southern California for your new office roots. It’s time to plan how you and your team are going to move everything from one office to another. The key to a secure and hassle-free office relocation is planning. Like the old saying those who fail to plan, plan to fail. Make sure your office move goes smoothly with a well thought out plan of:

  • Packing
  • Loading
  • Moving
  • Storing
  • Unloading
  • Setting-up

The Moving & Storage Pros’ Ultimate Office Moving Checklist

Because time is crucial when calculating business costs, it is very important to plan for your office move. Inevitably, there will be some time lost, but by minimizing the time transitioning between offices, a company can save as much as possible. This can be done by creating a detailed checklist ahead of time that encompasses all the tasks of moving. 

Check out our comprehensive to-do list for office moving:

Step 1: Set a budget.

As with any big step a company takes, it is important to set a budget for moving. Without keeping an eye on costs, moving can get very expensive very fast. Set up a company budget to include the time spent moving, cost of movers, cost of supplies, and any other costs that may be incurred. Setting a hard limit for the company moving budget can help keep your costs under control. 

Step 2: Research commercial movers in your area.

Likely, your company does not have a fleet of its own moving vans. Hiring a moving company will give you access to professional help, making them an invaluable asset for a successful move. They can help pack, provide supplies, and transport your items safely and effectively, meaning you and your employees can relax knowing your office is in the hands of professionals. Look at reviews on multiple websites like Google, Tripadvisor, Yelp, and more to help you choose the right fit for your company.

Step 3: Get quotes from movers and compare them.

Moving companies provide free cost estimates in the form of a quote. By requesting quotes from your favorite movers, you can narrow down the list by seeing what is within your company’s budget. Request a free quote from your top choices and compare their prices, services, and overall effectiveness to see which moving company works best for you.

Step 4: Choose a moving company and decide on a date.

Once you decide which moving company you would like to work with, reach out to them to set a moving date. They will need to know your current business address and your new one, and can often help provide packing supplies in advance. Choose a date that works for both your company and theirs.

Step 5: Create a detailed inventory of everything in the office.

Creating a very detailed inventory might seem tedious, but it is very useful for two reasons. First, it will help you decide what actually needs to come, what can be sold, and what can be trashed. There’s no use in bringing a broken desk chair or an old printer with you; purge the necessary items, and replace them in the new space as the company sees fit. Second, by creating an inventory, you will know exactly what needs to go where when it comes to unpacking, meaning you’ll be able to keep tabs on every item to ensure nothing is missing, and you’ll be able to unpack quicker.

Step 6: Create a floorplan for the new space.

By creating a floorplan, you can plan out exactly where everything will go. This will help you and your employees unpack quickly and efficiently by making sure boxes are labeled ahead of time and unloading them in their respective places. You can also plan a seating chart ahead of time so that your employees will know where to unpack right away, making it easier for them to get back to work as soon as possible.

Step 7: Delegate tasks.

Moving a whole company is too much work for any single person; delegate some of the tasks to other trusted employees to help shoulder the workload. You can split the tasks into utilities, contacts, cleaning, packing, and more. Each employee should also be responsible for their own desk space, so you won’t have to worry about that as well.

Step 8: Update the business address.

Part of a successful business move includes making sure your contact information is all up-to-date. Making sure your address is current on your website, Google, and any other site where it is displayed is important for both your employees and your customers. It is also crucial to update your mailing address at least a week in advance so that no mail gets lost during the transition between offices. Business partners should also be kept in the loop on your move.

Step 9: Back up all data and digitize paper documents.

It’s no secret that things tend to go missing during a move. Anything can happen, after all. Have your employees back up all of their data to cloud storage or external hard drives so they don’t run the risk of losing their work. Digitalize important documents by scanning or transcribing them, and destroy all sensitive information that is no longer needed with a shredder. 

Step 10: Ask employees to pack up their desks.

Each employee should be responsible for their own desk space so that you and the movers don’t have to worry about it, especially if they have a lot of personal items. Instruct each employee to pack a box or two and take it home the day before the move. Then they can bring it back in once everything is in place. This minimizes the risk of damage and loss while making it easier for you to manage the packing.

Step 11: Double-check utilities in the new space.

When agreeing upon a lease for a new office space, you should have set up utilities. Double-check that you will be ready to go in your new space with water, electricity, wifi, phone service, sewage, heating, air conditioning, and anything else you need. 

Step 12: Make the move.

It’s finally time for the big move! Along with the excitement, of course, there is always stress, but now that you’ve already packed, leave it to the pros. Meet your movers at the agreed-upon time and walk them around your old space. Instruct them what needs to be moved and what does not, and ensure that they know that your employees are in charge of their items. Distribute keys or access cards to your employees for the new building.

Step 13: Clean the old place and do a final walk-around.

It is usually expected during a lease that the previous occupant will clean the property after they vacate the premises. Arrange for a professional cleaner or a team of employees to vacuum, wipe surfaces, and pick up any leftover trash. Do a final walk around the premises to make sure that nothing has been left behind, and take note of any potential property damage that you might have to pay for. Take pictures of the property inside and out before you leave.

Step 14: Unpack at the new office.

Often once you have arrived at your new location, it can feel like the work is done. Unfortunately, there is still a lot of unpacking to be done. Check to see if your moving company offers unpacking services to help you unload boxes into their assigned spaces. Boxes labeled with different rooms should be placed in each of their new places, and furniture should be reassembled. 

Step 15: Have employees set up their own spaces.

Because an office desk can be personalized, it’s important to let your employees set up their own spaces. Ensure that they have assembled furniture that is ready to go, and let them decorate how they see fit. They can bring their packed boxes from the previous office or choose to start fresh in a new space.

The Moving & Storage Pros Promise

At The Moving & Storage Pros, we offer top notice service. Our customer satisfaction is our most important priority. We treat your office move as if it were our own. Our skilled office moving professionals are taught how to best pack, label, move, and unpack, to minimize loss and damage to your property. We promise to make your moving day stress-free.

Contact Us Today

If you are ready to hire The Moving & Storage Pros then why not give us a call at 213-267-5585 or contact us online. We can work out a time, date, and see how much service you need. You can trust that we will get the job done quickly, efficiently, and cleanly. Contact Moving & Storage Pros to handle your office move today.

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