Moving can be stressful in any situation, but when you’re talking in terms of a business move, the situation can become a lot more perilous and taxing. There are risks of exposing confidential client data and relocating expensive equipment that probably won’t survive the move if it’s mishandled.
When your business is relocating to a new space, there are a lot of logistics to be considered, and without the proper office move checklist (and, of course, a team of excellent movers), you might find yourself in a painful place when it’s all said and done.
Not to worry – Tender Touch is here to help! To get started on the right track and avoid the potential pitfalls involved with relocation, check out this office move checklist:
Six Months Before the Move
- Alert the staff of the move so no one’s taken off guard and individual team members can begin preparing their own spaces.
- Designate “Move Members” who will be responsible for various departments’ packing progress over the next few months.
- Gather Feedback from your organization’s leaders (and subordinates, if at all possible) and obtain a wishlist for the future space.
- Meet with your space planner and interior designer so you can begin drafting plans for the new build-out.
Three Months Before
- Meet with your “Move Members” to document progress and explore any pain points or problems that the staff may be experiencing. Remember that everyone in your organization has a different vantage point, so there may be potential risks that you haven’t even thought of. Explore all possible problems so you can fix them before they evolve.
- Incorporate design changes based on feedback from the staff, leaders, or designers.
- Develop a plan for your telecommunications and computer systems to ensure a seamless transition that does not affect your day-to-day business (or your customers).
- Obtain estimates from movers.
Two Months Before
- Finalize the blueprints.
- Solidify your agreement with your chosen moving company.
- Verify installation and service setup for your telecommunications and computer systems.
- Order new materials such as business cards and stationery.
- Make contact with vendors that will handle your vending machines, copiers, plants, and other items that will need third party upkeep.
One Month Before
- Notify business associates such as vendors, accounts payable, accounts receivable, and anyone else with your address. Inform them of the upcoming relocation, complete with the move date and new address, telephone numbers, and any other pertinent information.
- Schedule equipment services for a day that will ensure no interruption to your workflow. Usually a day before the move will do just fine.
- Meet with team members to communicate the purpose and progress of the move. This is a great time to hear fears and jeers, talk about any policy changes, and set expectations.
One Week Before
- Invite your mover to speak with your employees about proper packing.
- Begin labeling. Everything will need to be labeled. Begin with furniture, then move on to equipment and boxes as moving day draws nearer.
- Tour the new facility to ensure that everything is in its place and looks like it will meet the move deadline. Note anything that looks out of the ordinary, and address your concerns right away.
- Post labeled floor plans. This will help things land where they should.
On moving day, only your movers and “Move Members” should be onsite. Install computer systems, unpack what you can, and settle in!
Your office move checklist should always start with finding a great moving company that will partner with you from the beginning to the end. Our team at Tender Touch Moving & Storage is highly skilled in the art of office moving. Contact us for a free estimate!