In light of recent events surrounding COVID-19, social distancing, and the stay-at-home orders that have been in place, many companies have had to put their office moves on hold. But now that these orders are starting to be lifted, many companies are ready to move forward with their plans.
So, if your company is planning an office move, here is some important information, including some critical dos and don’ts that will ensure that your move is smooth, well-organized, and as cost-effective as possible.
At the same time, we want to make sure that you are aware of certain considerations and guidelines that should be included in the mix in an effort to maintain the health and safety of your employees and customers. This should be based on both the current and potential future needs of your company.
When it comes to office moving, there tend to be a lot of moving parts and a lot of different people involved in the process. So, it is best to carefully develop a move strategy at the very onset of the process, which will become the blueprint for your successful office move.
Let’s have a look at the different aspects of office moving.
Aspects of Office Moving
There are really two aspects to the office moving process. The first has to do with all of the practical elements, which include everything involved in the planning side of the move.
This incorporates the many details that have to be worked out on the front end, and the delegation of various tasks and responsibilities within your organization.
Then, the second aspect of the office moving process includes all of the elements that are involved in the physical and logistical side of the move.
This includes packing and unpacking, loading and unloading, transportation, and delivery between your current office location and your new one.
Thus, who you choose as your commercial moving company is one of the most critical components. While there are many dos and don’ts when it comes to office moving, we want to address some of the most important elements that will help you through the process.
The Top Dos and Don’ts of Office Moving
1. Planning Your Office Move
DO: Plan your office move as early as possible.
You definitely want to start planning your office move as early as possible. This is because you will need ample time to determine your space and furniture requirements, as well as your technology and data infrastructure needs, and then to find the right location and facility.
Once you have that part worked out, we recommend that you hire your commercial moving company at least 90 days out from your anticipated move date.
2. Designing the Buildout of Your Office
DO: Determine what your spatial needs will be based on your employee population and design the buildout accordingly.
Once you find the right space, it’s best to hire an architect or space planner to assist you in designing the buildout and flow of your new office. This is especially important in terms of current social distancing requirements, which will need to be a key consideration as to the overall configuration of the workspace.
You will need to allow for an appropriate distance between employees, and decide how best to handle shared spaces and common areas.
3. Furnishing Your New Office
DON’T: You don’t necessarily have to buy all new furniture.
Just because you are moving into a new office space doesn’t mean that you have to buy all new furniture. Many companies make that mistake, which can be a costly one. So, before you reach out to furniture vendors, you should ask your moving company if they can offer any alternatives that could save you money.
The mover should have some creative ideas, suggestions, and even connections with some beautiful, slightly used furniture that would be perfect for your new space.
4. Move Announcement
DO: Announce the move to your employees before making a public announcement.
One of the most important parts of the move plan is the employee announcement and how you communicate that message. Ideally, the announcement should highlight the positive nature of the move and the benefits that it brings to your employees and your organization as a whole.
This is because it is vital for you to have employee buy-in, which is easier to accomplish if they understand the reasons behind the move. This will go a long way in promoting a positive attitude among your employees, and a shared enthusiasm about the move.
The last thing you want to have happen is for your employees to read about the office move in the newspaper before you have had a chance to tell them yourself. This could negatively impact your organization and result in the loss of some of your employees if they don’t feel like they are part of the discussion and valued members of your team.
5. Reserving Elevators on Moving Day
DO: Reserve elevators at the origin and destination.
Reserving elevators at the origin and destination is something that you want to do as soon as you have a firm move date. This is important because depending on the location, there could be 2 or 3 other moves scheduled for the same day.
So, be sure and communicate your plans with the building management, and try to schedule your move around a date and time when others are not going to be occupying the elevator.
6. Labeling Equipment, Furniture, and Boxes
DON’T: Don’t label the same way as you would with a residential move.
Rather than labeling equipment, furniture, and boxes based on the room or office they need to go into, a numerical labeling system is better for an office move. For example, you might want to number the offices and cubicles in a clockwise fashion from the front door.
Then, you assign your employees with their numerical office number and have them label the contents of their office based on that number. It makes the move a lot more efficient.
7. Choose Your Commercial Moving Company Wisely
DO: Choose your commercial moving company based on reputation and recommendations from others.
While some of this might seem like common sense, we are now living in uncommon times. That is why it is more important than ever before to place greater emphasis on proper move management.
No, not all movers are created equal, so the commercial moving company that you choose to assist you will make all the difference. So, do your homework and ensure that you are hiring the best mover for your needs.
At Daryl Flood, we are here for you every step of the way! Please contact us anytime so that we can get your move plan started and successfully executed.