You may only need to pack a few personal items into a backpack to move into a new office space if you’re a startup entrepreneur. Shared workspaces can quickly become chaotic for large businesses planning to transition. However, if you plan ahead of time, most difficulties can be avoided. Making arrangements ahead of time and addressing the details early will speed up the move for your entire company from one workspace to another. Your day at work will seem like any other.
A guide to a smooth office move is provided in this article.
Early Planning Is Key
Moving offices will involve a lot of logistics if there are more than two people and their equipment. Early planning will ensure you have a plan for your office move well in advance. Even before your new space is secured, you can begin preparing.
Keep All Information in One Place
You’ll have to deal with a lot of paperwork in your office move, no matter how big or complex. It is necessary to have easy access to all documents you may need at any time.
- A note
- Legal documents
- Inventory lists
- Planned timelines
- Records of insurance
- The map
- Worksheets, etc.
Prepare a Moving Budget
It is difficult to move a company’s equipment, supplies, and personnel. Keeping the spending in check is difficult because there are so many variables. You can do this by meeting with upper management and owners before moving. What are your expectations and budget when it comes to movers?
Movers, for example, often charge less when they only transport items. In some cases, it is more cost-effective to hire an expert who handles the details, preparation, and logistics. It is also important to include in the moving budget the furniture, fixtures, and other items you will need.
Your employees should be informed once the office is moving. Send your team comprehensive information via print, email, video, or audio to inform them of the move. You can get the steps into your head by announcing the move early on. Your master plan will be uncovered as you prepare for the announcement, and any gaps can be filled in.
Discuss the upcoming event with your team after you announce the move. Ask employees what they think of the new workspace and reiterate the details of the announcement.
Organize a Moving Timeline
Your office move timeline should be prepared before any plans are made. Here, you only need the main points, not every detail. Make sure that your team members are on board with the timeline. Plan to complete the project in plenty of time. It takes three months to prepare for a small move. An organized large move may take 8-12 months.
Prepare a List of Your Possessions and Needs
It will be easier to avoid overspending when you make a list of your assets and liabilities. Be sure to include items you use on a regular basis, such as garbage cans, cups, cutlery, paper towels, cleaning products, and so on. You may not need to move technical items such as boardroom tables, projectors, monitors, etc. Make sure those items are on your need list immediately after your move.
Plan a New Layout for Your Office
Start designing the new office layout once you know where you want to go. Take team input into consideration early on to make sure you plan the best workflow possible.
It can also be helpful to sketch your new design so you’ll know what to look for. You can address temporary walls before you move in, for instance, to allow for a larger work area that requires more desks.
Find a Reliable Moving Company
A successful office move begins with hiring a reputable moving company. You should hire expert movers, like manhattan movers, to handle such a move. Your move will be as painless as possible with their expertise, supplies, and tools.
Get Supplies in Place
Supplies such as boxes, tape, and labels will be needed regardless of your business size. You’ll need these supplies when you arrive, so assemble them early. Before the big day, begin packing items that aren’t essential.
Label New Office Boxes & Spaces
The naming designation you created should now be put in place. Put the colored code for the employee’s new office and the employee’s name on each box. Organize each area by color code when you have access to the space so the movers don’t get confused.
Unpacking and Assembling
When it comes to unpacking, rethink what you did when you packed. You should unpack like the opposite of how you packed. During the packing phase, a record-keeping system and processes were already in place. Therefore, you should reverse the process for a smooth, worry-free, and relaxed end to the move of your offices.