As you are planning to relocate your business, it’s the best to start planning your office move early in advance. Here are some basic steps to help streamline your office move planning.
1. Create the Timeline
Create a timeline that will include all the necessary stages of your move. This will need to be discussed with the rest of your moving team or with the managers and supervisors to ensure that it is feasible. For a small office, you’ll need at least three months to prepare; and for a medium to large office, at least six to eight months. The key is to start as early as possible.
2. Get Office Layout Information.
The next step is to collect all information on your new office space. Try to acquire blue prints or floor layout so you can identify key components such as electrical outlets, storage space, etc. and to determine the new office layout. You might want to also get a general layout plan for your current space so you can compare the two; if there are areas in the current office that are not working, identify them so that they can be resolved in your new space.
You should also make a list of potential issues with your new office space, such as a smaller reception area or less storage area. It may be necessary to hire carpenters or painters if walls need to be constructed or painted. This could have been addressed when your new office space was acquired / rented, but you should still make sure that no additional construction or cosmetic changes need to be completed prior to your office move.
3. Gather Your Team
For medium to large offices, we recommend appointing (or ask for volunteers) a person from each department or division to coordinate their particular area. This could be assigned to each department’s supervisors or managers who can then ensure that each employee takes responsibility for packing their desk, files and personal items.
For smaller offices, you may be on your own. If so, identify a few key people who may be able to help with coordinating the move.
3. Have Regular Meetings
Set regular meetings and make sure that all employees are notified of meeting details and to ensure everyone knows what they need to do to pack up their workspace. It is important to keep everyone informed to limit any worries or concerns; moving is stressful for everyone involved especially if decisions are not being communicated to them.
4. Determine Your Budget
If you have a specific budget amount assigned for your move, it’s important to identify costs before you hire movers, or even before you pack the first box. If you’re uncertain of your budget and what the move might entail, contact us for an Office Moving Budget template that will help organize your costs.
5. Assign Tasks
Ask your moving committee to create a list of tasks that need to be completed and make sure they are added to the timeline/schedule. You may require specialty service providers, such as telephone line installers or computer network specialists. Ask each department manager or supervisor what is required from their area.
One of the most critical tasks is to hire professional office movers (like us!). Just make sure you do your research, ask the right questions, and have the company come to your office to assess your move.
6. Make a Contact List
You’ll need to make sure that everyone you do business with, both suppliers and clients, know that you’re relocating your office. It’s a good idea to assign this task to one person to oversee. Notifying customers and clients requires specific communications around where you’re moving to and how business will operate during the move.
For more on our office and commercial moving and storage services, check out our website or call us on (604) 365-0903 or fill out our Contact Form for a free consultation.
