You have made the decision to relocate your business, so. Moving offices may be a significant endeavor, regardless of whether your business is expanding and requires additional space or whether your demand for space has decreased as a result of a new remote or hybrid work schedule.
Today, we will provide professional information on how to be prepared for a company transfer utilizing our comprehensive office relocation checklist. Additionally, we will discuss how the office moving services offered by Better Buy Boxes might help promote a smooth transition.
Let’s get underway!
You’ll be a moving pro with the help of our comprehensive 10-step office relocation checklist.
Determine the overall extent of your relocation.
It is imperative that you establish a strong foundation for your move before you begin packing and paying deposits. For example, if you already know the where, when, and why of a move you intend to make, it may be easier for you to formulate an early objective and strategy for achieving it.
Which type of move are you planning to make: a move to a nearby place, a move to a further location, or an international move? Is your entire workplace going to be relocated, or will you just be transferring a section of it? Take into account all of these aspects to determine whether or not the proposed changes are appropriate for your company. The length of the transfer as well as its level of intricacy will have an effect on your finances, timeframe, and the resources that are required.
When do you anticipate moving into your new home? When do you plan to move into your new space? Keep in mind that it is in your best interest to get started preparing your workplace relocation anywhere from six months to eighteen months in advance of the day you want to relocate. This timeline may shift in accordance with the difficulty of the relocation and the distance involved. This provides you time to identify the appropriate individuals to help with the transfer, as well as to inform workers, vendors, and customers about the upcoming relocation.
What prompted you to search for a new place of employment? Are you moving to a new site in order to be closer to your target market, enhance productivity, create place for your growing firm, or cut personnel in response to post-pandemic remote and hybrid work styles? If you are able to comprehend the “whys” of your migration, it will likely be easier for you to understand the process. It is also possible that it will assist you in determining the exact square footage, furniture, and office layout requirements that you have.
Double-check your rental agreement.
If you currently hold a lease on a piece of commercial real estate, you need to be sure that your plans for moving will not violate the conditions of the lease. To take just one example, are you accountable for any alterations or damage done to the premises that now serve as your office?
It is essential to have an understanding of what to anticipate based on the lease agreement, even if it is possible that not all of these scenarios will apply to you. Tell the building management or owner as soon as you’ve decided on a moving date so that they may make preparations in accordance with the schedule provided in your lease agreement. This will allow them to ensure a smooth transition for you.
Make a plan for your money.
Moving may be expensive, so developing a plan for financial management beforehand and sticking to it is critical. When developing your budget for your move, it is important to remember to consider all of the costs involved with your relocation, such as rent and operational expenses, security deposits, build-out expenses, the cost of hiring a moving company or going the self-service route by renting your own moving trucks, and any other charges that may be incurred.
Choose a day to move into your new office.
After you have calculated how much money you will need for your move and developed a plan for how you will spend it, you will be able to begin making plans for a certain date. Moving your company during a time of year when it is very busy will ensure that your customers and staff experience the least amount of disruption possible. If they are given adequate notice and time to get everything ready, professional office movers are capable of handling moves of any size.
Put together the moving crew you’ll need.
Partnering with a moving company that is capable of handling all of your relocation requirements is essential if you want your move to your new office space to go off without a hitch and be free of anxiety. It is a good idea to chat with a few different local moving firms, regardless of how easy or difficult your move is, in order to ensure that you have a reliable moving team available for your planned moving date and that the cost of the move is within your budget.
Inquire with the moving company about any additional moving services, logistical recommendations, or professional advise that they may have for organizing a move that is comparable to yours. You never know what your moving crew might be able to do to help you out, so always have an open mind! For example, Better Buy Boxes is an authority in a wide variety of office relocation services, including the following:
Planning and managing projects
installation of new office furniture or the rearranging of existing office furniture
Administration of assets and storage of such assets
Switching off and on information technology Migrating servers and electrical equipment after a relocation Cleaning up at the very end of the process
Patch/Paint/Renovate
It is possible that you will be able to save time, money, concern, and employee bandwidth with the assistance of a group of experienced movers. This will enable your employees to concentrate their focus more efficiently to other mission-critical duties while the relocation is taking place.
Inform your employees that a transfer will soon be taking place.
If you have any employees on staff, you have an obligation to inform them well in advance of the important event. Because of this, they will be able to make any essential preparations for the relocation, as well as any necessary planning for crucial operations including IT and security. It is important that you let them know about any changes that will occur to their work schedule or hours as a result of the transfer.
If your workers are going to be assisting with the move, you should form a group to split the activities and responsibilities that need to be completed (preferably under the direction of a designated office moving manager). The project’s planning, communication, and execution will be significantly facilitated by this particular group. In addition, involving your workers in the planning and implementation process (or, at the absolute least, having a conversation with your team about the change) will ensure that everyone is on the same page.
Establish a timetable for the move that is as accurate as possible.
As soon as you have your squad together, the next step is to devise a transfer schedule that is accurate and fair. To do this, you will need to set concrete deadlines for the many activities associated with the relocation in order to stay on track with both your schedule and your finances. As soon as you are able to, share this time frame to the team in order to ensure that everyone is aware of the plan of action and is comfortable with it.
Ensure that your clients, customers, and service providers are aware that you will shortly be relocating.
Customers despise being kept in the dark about a transfer, therefore you should make sure to announce your plans to relocate as soon as is practically possible. Businesses have the ability to create and sustain connections with their consumers if they keep the lines of communication open. Additionally, this gives customers the opportunity to learn how important they are to the company.
Post reminders online, at your office, and on social media platforms as the moving day gets closer to let consumers know what to expect on moving day and, if required, that service may be stopped. This should be done as the moving day gets closer. In addition to this, you are responsible for informing key service providers such as the post office, banks, and others that you will be relocating.
Make plans to check out your new place of employment.
Before you begin packing up your old workplace, it is a good idea to take a tour of the one you will be moving into. After that, you will be able to view the layout and make any required adjustments to the manner in which you wish to arrange the furniture and other items. It might also assist you in determining whether or not you require additional office furniture, based on the size and layout of your workstation, as well as whether or not you need to make any modifications to the inside.
Before the day of the move, it is a smart idea to take measurements of the entrances and hallways to guarantee that everything will fit in its new place.
Make a list of everything that has to be transferred from one place to another.
This is a very crucial consideration to make in the event that you will be relocating with the assistance of a moving company. Keeping an inventory helps you prevent losing anything throughout the relocation. It also comes in handy in the event that you need to make an insurance claim for something that was damaged while in transport. Include everything from major furniture items to little office products on your inventory list. Include everything. In order to save time and money while migrating to a new location, it is important to finish, trash, or sell everything in advance that you won’t be carrying with you to the new location.
Put some order into your work area.
When you’ve finished making a list of everything that needs to be moved, it’s time to get started packing up your belongings! The non-essential items should be packed last, if at all feasible, so that they are out of the way when larger pieces of furniture and equipment are being moved. It is important that each box be labeled with not only the items that it contains but also the area in the new office where it should be placed. Additionally, you might find it helpful to label each box with a different color to indicate the contents; doing so will make unloading far less difficult once you get at your location.
Adapting to the new situation
You are now set to move into your new home now that you have formulated a detailed plan for relocating and assembled a moving crew. To ensure that your employees are motivated and prepared for the move, you should provide them with clear instructions on the responsibilities they will have on moving day, as well as the break periods and expectations you have for them.
Call Better Buy Boxes Right Away!
Better Buy Boxes is a full-service moving supply company that serves businesses in the Northern Virginia. We employ cutting-edge boxes, equipment, and moving accessories. Better Buy Boxes can assist you with your company transfer, whether it is across town or across the country. Please contact us right now for any of your office relocation needs!