Relocating an office is not an easy decision but necessary when businesses need to change and adapt. Once decided, planning needs to be set into action and that starts with an office move checklist. This is an imperative part of the process to synchronize the many components involved with moving a business to a new location.
Workspace Logistics
Important things to consider when moving includes planning the new office workspace while prioritizing the health and safety of the employees. Not only should the new premises be able to comfortably fit the current headcount, but it should also be scalable for company growth.
Part of the to-do list for moving means ensuring several aspects are factored in for the new office space:
- Power outlets, lighting, and installation for Internet connectivity and computers.
- Heating for winter and air conditioning for summer.
- Safe, clean communal spaces, like the kitchen and bathrooms.
- Facilities available in the immediate area such as shops.
- Easy accessibility for clients and staff using public transport and available parking.
- Interior design (using old and new office furniture) and ergonomics.
- Security access control.
Organizational Considerations
The company’s relocation plan should be devised by a planning team with a nominated project manager. This person will be responsible for executing and delegating tasks and ensuring all obligations are met. Moving to a new office checklist must consider the following elements:
Contractual Agreements
A business moving checklist must address the management of giving notice on the current lease and finalizing the new premise’s lease.
Staff and Client Announcements
One of the first points on your office relocation checklist is to notify employees and clients of the pending move as soon as possible with address details and directions to the new office. Do not forget to update your website with this information.
External Services
Inform all partners and suppliers who will be affected by the move, like mail services, banks, insurance companies, utility, and internet service providers.
Communication
List responsibilities for each department and employee with regards to what they need to pack, especially for sensitive documents. Have regular staff meetings about the relocation to give and receive feedback and avoid misunderstandings.
Working with Your Moving Company
Before sourcing quotations from professional moving companies, determine your budget and which moving services you require. This can include full packing services, being provided with packaging materials, disassembling/reassembling equipment and furniture, and removal of waste and unwanted items.
Knowing how to coordinate an office move with your moving company will ensure a stress-free relocation for all concerned. Arrange a meeting with your planning team, IT department and the moving company to discuss and evaluate the following:
- Finalize dates and confirm which moving services you will use.
- Details of the moving company’s insurance information.
- Create an inventory of business assets that will be moved and provide floor plans of the new premises, so the moving company knows where to move the furniture and equipment.
- Stay in touch with the moving company throughout the planning process to ensure everything is in place for moving day.
On moving day, the new and old premises must be inspected before the moving company arrives, so you can report any damages incurred during the move. It is also a nice touch to provide refreshments for the moving company and staff helping with the move.