If you’re feeling overwhelmed by the need to relocate an office full of workstations and employees, you’re not alone. From getting your team members organized, to deciding what furniture goes where, to making sure you don’t fall behind on projects, the process of moving office buildings is always daunting.
Besides the logistics of relocating, there are operational challenges to consider. How will you keep the workflow moving while everyone is trying to get settled in the new space? Which team members will you put in charge of packing and unpacking shared spaces?
We’ve been there, so we put together a comprehensive office relocation checklist, so you can worry less about which box goes where, and focus on what’s important: managing your business.
1. Create a New Office Move Checklist
If you’re a small- or medium-sized company, we recommend planning office move checklists six months in advance to give plenty of time to get organized. However, a large-scale corporate office move checklist can take years to plan out and execute. Ultimately, you should start creating a business moving checklist as soon as the relocation is signed and sealed.
Here’s what to start thinking about first:
Determine your complete new office move checklist. Hold a meeting with team leaders and managers to make sure you include important steps from each department.
Designate someone to be the “moving coordinator” who will oversee the entire corporate relocation operation.
Work with the moving coordinator to create teams that will be responsible for the different moving tasks you’ve identified.
Work with the moving coordinator to put a deadline on every task, but be realistic about expectations. Planning extra time to accommodate unexpected delays and changes is important for staying on schedule.
Your designated moving coordinator will need to oversee all the details and completion of your building relocation checklist, so you’ll want someone who is skilled at planning and organizing. You also want someone who represents your company well in the community, and excels at making intuitive, split-second decisions as challenges arise.
2. Choose Your Moving Team
Depending on your management style, you might want to let the moving coordinator delegate every task on the business relocation checklist to the rest of the team. But if you prefer a more hands-on approach, you can work closely with the moving coordinator to help select the right team members for the job. Schedule weekly or bi-weekly meetings with the moving team to ensure the project stays on track.
When selecting people for the team, remember that they will need to:
Refine the list of moving tasks for each department.
Decide the order in which to carry out the tasks.
Delegate responsibilities for tasks within the department.
Work with the moving coordinator to put a deadline on every task.
Create and adhere to target dates for completion.
Decide which team members will be in charge of preparing the new spaces.
To perform the above tasks successfully, it’s best to have employees on the moving team that understand workflow and project management, office tech, workspace requirements and office security concerns for the departments they handle. Tech-savvy team members will be crucial to disassembling and safeguarding computer equipment and other electronics during the move.
3. Plan and Enforce Your Deadlines
Depending on where you’re moving or the circumstances of the relocation, you might need extra time for preparing the new office space. Make sure that your moving date and current lease termination date are planned with sufficient time to get prepared. With these considerations in mind, select a moving date with plenty of wiggle room in case a surprise circumstance delays the office relocation process.
Finally, reinforce the deadlines of your business relocation checklist in weekly or biweekly meetings. One way to enforce deadlines and hold your team accountable is by posting a public calendar visible in the office.
4. Create Your Office Moving Budget
A moving budget is essential to keeping track of office relocation costs. This office moving budget template covers the most essential costs associated with relocating a business. A do-it-yourself move could be more cost-effective for smaller offices, but you might want to spend a little more on the following (especially if you’re a larger company):
Moving insurance: Moving insurance for offices will cover the cost of lost or damaged items during relocation.
Full-service mover: A full-service moving company that specializes in office relocations will manage the packing and moving of furniture and equipment. A professional mover like this will save time, prevent injuries to employees and protect your furniture and equipment from damage.
5. Contact Your Service Providers
You’ll need to notify all your current service providers about the move. Make sure you don’t forget the following providers:
Package delivery services like UPS, FedEx and the U.S. Postal Service.
Subscription services like food and snack delivery, newspapers, magazines, paper and office supply deliveries.
Telephone and internet service providers — be sure that all the information services are working before the tech department arrives to put together the computer network and workstations in the new office.
Utilities — contact your utility providers and make sure you have a couple of days of overlap between the utility cutoff dates and the moving date.
Marketing and printing companies — you’ll need to order new stationery, business cards and promotional materials that feature the new address and location.
6. Install New Office Security Systems
There’s no better time than an office move to consider a security or technology update. To get the most out of a new office security system, consider installing a cloud-based access control system. For example, Openpath's access control offers cutting-edge technology to automate your new office’s security infrastructure, with a sleek and modern design that will look great in the new space. Utilizing the latest end-to-end encryption technology, Openpath lets your team members enter the office hands-free simply by having a configured smartphone in their pocket. Other features include access by wearing an Apple Watch, using an app or using a traditional keycard.
Plus, the cloud-based software lets you manage your new office security remotely—a very convenient feature when you’re still in the process of moving from one location to another.
Once you’ve completed planning your office move checklist you’ll feel calmer and more organized. As you approach your relocation date, you’ll be ready to tackle every detail and before you know it, everyone will be situated in the new space.
If you have any office security related questions or needs, reach out to our experts for a free consultation and let us help you today.