Moving an office is an incredibly difficult challenge for most businesses. There’s an immense number of things to get right, and you don’t have the time for mistakes.
Your staff, your furnishings, your IT equipment – everything has to be organized, packed, shipped, unloaded and reorganized. It can be a nightmare even for small companies.
Thankfully, there are things you can do to make the process simpler and easier. Here are 10 vital tips for organizing your office move.
1. Inform Employees
Even with the most qualified office mover, you need to involve your staff. Hold a meeting (or meetings) to inform your employees of the move, and to detail what they can expect and what’s expected of them.
2. Know the Costs
Beyond the costs of the office mover, you’ll have people costs and property costs. Know your cash outlay for everything from replacement furnishings to packing supplies and factor this into your budget.
3. Take Stock
Inventory your business. This applies to everything from reams of paper in the mailroom to the number of workstations, desks and more.
Know what you have and make sure your numbers are accurate. This will be invaluable information for your business moving company.
Physically inspect all the items that will be moved and note any pre-existing damage.
Well before the move, begin purging your office. Unneeded documents should be shredded. Other documents can be digitized and stored on a server or in the cloud, and the physical copy destroyed.
This is also a prime time to purge your storage area. If you don’t use it, lose it.
6. Build Teams
You will need to work with an office moving company, but you will also need to build teams within your company.
Each department should have a clear list of responsibilities and delegation as to who is doing what.
7. Devise a Floor Plan
You’ll need a plan for what’s going to go where in your new location. Well ahead of time, map out the new space and determine what’s going where.
This applies to everything from the CEO’s office to the IT department.
8. Assign Teams for Both Properties
During the move, you’ll need employee teams at your old location, as well as your new one. Create those teams ahead of time and detail responsibilities so everyone is on the same page.
9. Have a Communication Network
You need a clear-cut communication network before, during and after the move. Make sure that everyone knows who they report to and that cell phone numbers are provided (you can also invest in two-way radios).
10. Notify Customers and Clients
Make sure that you notify your customers and clients of the move. This goes beyond putting a “we’ve moved” sign on your front door. Use social media, text messaging and other methods.
With these simple tips, your office move should be more organized and successful.