5 Steps for Planning an Office Move

If you are planning an office move, you have come to the right place! Helping companies move from one location to another is one of our many specialties.

And we have 5 easy steps that will ensure that your office move is well planned, professionally organized, and successfully carried out during every phase of the process.

We have broken this down into only 5 steps, because we believe that a successful office move doesn’t have to be over complicated.

Let’s go through each of the 5 steps and discuss the most critical elements.

Step 1: Develop An Office Move Plan and Stick To It As Much As Possible

1. Office Move Plan

This might seem like an obvious first step, but it is also the most important. Everything will hinge on your move plan, so be sure to take your time and be as detailed as possible to ensure that all of your bases are covered and that nothing falls through the cracks.

In general, the planning stage of your move should begin at least 90 days prior to your moving date.

2. Office Move Budget and Timeline

You will want to first establish an office move budget. Once that has been established, you will need to determine your move timeline. We recommend starting with the target move date and working backwards from there.

You will need to allow ample time for the completion of each move related task, making sure to allow for any unforeseen changes or challenges that could cause delays and/or impact your budget.

3. Announcing Your Office Move

You will need to announce your office move both internally and externally. Start by making the announcement internally, so that your employees understand the reason behind the move and can see the benefits afforded by the new location.

This is important for employee retention, as well as for creating an environment of enthusiasm around the move. Then you can announce your office move externally to your customer, vendors, and service partners.

Step 2: Put Together A Move Team and Delegate Tasks and Responsibilities

1. Office Move Team

There is going to be a lot to do, so it is a good idea to put together an internal move team.  It should be comprised of those employees who are best suited for the different tasks and responsibilities associated with the move.

It is typically led and managed by an office or operations manager, and includes representative from each department.

2. Delegate Move Tasks and Responsibilities

Once you have your office move team assembled, you will need to delegate the various move tasks and responsibilities.

Be sure to clearly communicate the timeline to everyone on the team, and have check points and deadlines that need to be closely followed.

Step 3:  Plan For Your New Space

1. New Office Layout

A lot of planning and consideration will need to go into your new office layout. Think about the way that your foot traffic needs to flow, and how best to spatially configure the workplace.

Consider proximity between your employees’ workspaces, and how communal spaces, such as the kitchen and conference rooms need to be laid out for optimal use.

2. Office Furniture and Equipment

Will you be moving all of your existing office furniture and equipment, or will you be purchasing new items? This will impact your move budget, so make sure that you weigh the costs and benefits, and determine the best option for your company.

You can also consult with your professional moving company, which can provide resources and advice to match your budget.

Step 4: Interview and Hire A Commercial Moving Company

1. Interviewing Commercial Moving Companies

The commercial moving at a glance that hire for your office move is one of the most critical components of your relocation. So, it’s important to know that not all commercial moving companies are the same, even if they seem to offer the same services.

It is best to interview 2 or 3 different moving companies so that you can compare apples to apples. Here are some questions that you should ask when interviewing moving companies: Interview Guide.

2. Moving Services

Commercial movers specialize in more than just the moving of boxes, equipment, and furniture; they can also de-install and re-install furniture, as well as providing additional services such as warehousing and storage. So, be sure to discuss all of your requirements when interviewing and hiring your commercial moving company.

Step 5:  Preparing for the Physical Move

1. Packing and Labeling

How your items are packed and labeled will be important for the efficiency and overall success of your move. Make sure that everything is properly labeled based on the system outlined by your moving company. This will ensure that everything will be placed in the correct location on moving day.

2. Reserving Elevators

Be sure to speak with the building management offices in both your current office location and your new location if elevators will need to be reserved on moving day. It is best to make these arrangements well in advance of your move date, because there could be other companies moving on the same day.

3. Make Is Fun

This is something that companies don’t often think about, but there are many ways to make your office move fun for you and your employees.

For example, you could have a pizza party for your employees on moving day, or have an open house celebration for your employees and customers once you get settled into your new space.  There are so many things you can do, so be creative and make it fun!

At Daryl Flood, we understand the great opportunities that an office move can represent for a company.  It is our goal to work with you throughout every stage of the move process to ensure that everything expertly managed and professionally executed.

Are you planning an office move? If so, please contact us anytime, and we will be happy to assist you!