Office Relocation Checklist

Moving offices can be more of a nightmare than a motivating event, especially if you’re in charge. Office relocation mistakes, for one, can cost a business thousands of dollars. Read our office relocation checklist or watch the video.

To avoid the pitfalls of an office relocation, you need to plan. Break down the process into stages, and disseminate some guidelines across all office channels. In most cases, shifting to a new building calls for an office relocation checklist. Here’s our extensive guide to moving your operations simply, efficiently and trouble-free.

 

 

Download the Office Relocation Checklist!

How do I plan an office relocation?

First things first: think of the logistics 3 to 12 months ahead of the move. Lock in a date for your big move, and make sure that you’ve reviewed your current lease.

Set a Budget

Knowing your spending limit allows you to pin down which operations require more attention and which ones aren’t exactly necessary. Keep in mind, though, that it can also be challenging to accurately budget for an office relocation, so it’s best to set a contingency fund of 10% to 20% to cover any unforeseen costs.

Things to Consider

 

Book a Mover

Consider your budget and location when researching reputable companies that specialise in relocation of office. A quick online search should give you several leads. Better yet, find recommendations or check the moving company’s track record through reviews. Clarify whether you would want a full project management service or simply advice and manpower. Just make sure that you call ahead so that you can work out a doable schedule.

Things to Consider

 

Tell Your Team

Six months ahead of the move, inform your staff about the plan to relocate your office. This is important, as it prevents rumours that would likely make the staff feel left out from an important office development. Communicate this piece of information directly and comprehensively. Once the cat’s out of the bag, rally up your team’s motivation and excitement. It may also be a good idea to tour them in the new premises. Share office plans on a notice board in the staff room, so that everyone feels involved.

Things to Consider

 

Create a Move Team

Many of your staff members would be interested to help during the move. Assign a small team to help coordinate the move, and make sure that everything is being addressed before, during and after the event. Gather your move team, and brainstorm potential issues that may arise. Knowing what kind of hiccups you might face will allow you to formulate a plan for dealing with them in advance or avoiding them altogether.

Things to Consider

 

Inform Clients

Aside from keeping your staff in the know, your clients should also be informed about your big move. After all, relocating to a new office isn’t always smooth sailing. In fact, it can even disrupt some operations. Make sure that you provide dates for the move, as well as your updated contact details, so that your contacts know who to go to for any concerns.

Things to Consider

How do I move my checklist in the office?

Now that you have most of the logistics down, it’s time to prepare the second phase of your office relocation checklist: moving in the new building.

Out With the Old

One of the best yet most exhausting parts of relocating your office is moving furniture. The rule of thumb is to pin down the equipment that you need, pack them up and leave the rest. Your office might have a piece equipment that holds together your business operations—make it a priority. Don’t move items that need upgrades or replacements. If your new office will be getting a redesign, then you might also want to give away furniture that won’t blend with the colour palette. It could open up an opportunity to give to charity. You could also arrange for your items to be picked up for recycling.

Things to Consider

 

Redirect Services

If you have bills, receivables and subscriptions coming into your office, it’s best to contact your Post Office and have them update your mailing address. Arrange for your mail to be redirected to your new address. The same goes for cleaning services, security and landscaping. As some may decide to terminate your services because of costs or distance, you need to be prepared.

Things to Consider

 

Order New Connections

These days, it may be impossible to run a business with neither a phone nor internet, so make this a top priority. Ensuring that the phones and internet work as soon as you move to your new offices will help you swiftly get back to business as usual. If you’ve decided to work with a full-service office mover, they can help you set this up. Otherwise, get your IT staff to help you or seek extra assistance from outside vendors.

Things to Consider

 

Decommission Your IT System

Your network system contains hundreds of sensitive files that you need to back up before moving office. This is an important step, in case anything gets damaged during transport or the computers get a hard time rebooting in the new office. Remind everyone to remove USBs and CDs from their machines. Enlist the services of a professional or someone from your IT department to decommission all computers. Make sure that everyone has employee access to the new office before the scheduled date of the move.

Things to Consider

 

Remove Personal Possessions

Schedule a date for staff members to clear out their desks and take all personal items home with them. If your new office would be getting different desks, advise your team accordingly or hand out blueprints to your employees. This will help them decide which items to take to their new office space and avoid clutter.

Things to Consider

What supplies do you need to set up an office?

Before rebooting your daily operations, you need to set up your office space. From storage to writing materials to information systems, there are several supplies to include in your office moving checklist.

Furniture

Your office furniture says a lot about workplace professionalism. Well-maintained furniture is appealing to customers and employees, making them feel more relaxed within the work environment. More than choosing a sleek design that fits your company image, consider the furniture’s adaptability and comfortability. Space-saving furniture would be more preferable, as they’re easy to move around and they make the office look bigger.

 

Collaboration Tools

Office work is all about sharing knowledge, which is why collaborative equipment shouldn’t be left out of moving day. Simple and efficient, these tools are integral to conference rooms, as they inspire creativity and share information faster. How these tools present ideas also make for greater productivity and engagement. More than that, these are great for reminders and motivation, allowing your company to stay right on track.

 

Communication Systems

Businesses need to go online to connect with stakeholders. Thanks to online connectivity, smart devices can now transfer data over any network or hardware without the use of cable wires. Tailored telephone systems also make it easier for companies to make phone calls through the internet, so that employees don’t miss out on notifications. Some offices also use business devices when traveling, so that they can effectively communicate with key persons and improve the sales process.

 

Computer Hardware

These are essential in reproducing and backing up documents. They can also serve as extra storage space that can keep files safe and organised. As there are different types of computer hardware, it’s best to choose the ones that don’t take up much space, as well as the ones that fit your business needs. Some computer hardware also come as a two-in-one, which definitely saves up on space and purchasing costs.

 

Computer Software

While these tools only take up computer space, they’re essential in speeding up business operations, protect your hardware, create useful documents and send information more efficiently. Computer software tools reduce errors in documents and help employees work more precisely. Using online platforms is also a great way to personally communicate with clients and maintain a good relationship. More importantly, other software tools protect messages that you send through online communication, ensuring security and privacy.

Stationery and Desk Tools

While these items seem basic enough, they’re valuable business tools that make daily operations much smoother and more productive, even with the increasing visibility of technology within the work environment. While workplaces are catching up on paperless transactions, keeping a hardcopy of important documents remains an important business practice. To send hard copies to concerned parties also shows professionalism. Moreover, these tools are reliable in case of software and hardware malfunctions. Simple and convenient, their organisational purpose helps a business run more efficiently, which makes them vital in your office move checklist.

 

Kitchen Supplies

Aside from work, the office environment also needs to take a break. That’s why lounges and pantries are equally important. To help their creativity flow, employees need to be hydrated and satiated. Taking a much-needed break every now and then also helps employees focus and stay alert. Besides, pantries are places for employees from any department to hang out and talk about anything other than work. No doubt, a well-designed kitchen space would be great for company morale.

Let us know if you have questions about office relocation.

Download the Office Relocation Checklist!