Office Move

Know More About Planning A Office Move Stress-Free

Are you planning an office move? We’ve put together this comprehensive article to assist you in organizing the move.

This guide is for business owners, CEOs, office managers, and anyone who is responsible for planning this difficult task.

Why does your office move require a project manager?

Relocating an entire office can be a difficult task.

It is vital to find a trustworthy person who will coordinate all the necessary steps and people. These five golden rules are essential for office relocation.

The project manager can communicate with the employees and talk to the moving company to optimize the process so that it runs smoothly and ends quickly so there is no money loss for the business.

You can designate a person from your office, or you can have them outsourced to a moving company. This person must be organized, detail-oriented, and able to follow up on any items that have been crossed off the list.

Different managers can be appointed to each department if you have many employees. Only you can decide what is best for your workplace and what is most effective for your employees.

How do you communicate a move to the office to employees?

Offices with many employees or departments need to communicate. Everyone should be informed about the move as soon as possible. You might have some ideas or tips from colleagues about how to plan the move. Volunteers may also be available to help.

Here are some ways to tell your colleagues the good news:

  • Meetings are personal and convenient. People can ask questions. You can have several small meetings or by the department. It is also possible to do it in any other way that suits you.
  • Mass email This is a common way to save time and is very efficient. This is standard practice for offices with hundreds of employees. It’s a convenient way for employees to be kept informed by regular emails.
  • Stand-ups A quick message to everyone while they are at work can also be used. There are no formal meetings.
  • Bulletin/Messageboard if your office has a board where messages are announced, you can use it too. You can also list the people responsible for managing the process and their responsibilities. If your colleagues have any questions, they will know where to go.

Open discussion is often the best option. A move to an office requires lots of effort and concentration. Every pair of hands is necessary. People in higher positions may not realize the extent of the details and plans involved. When the stakes are so high, every employee has a role to play.

Sometimes, you might not be authorized or able to share all information with all employees. You don’t have the obligation. However, you should give them some information that is basic and relevant to their lives.

These are some of the things people need to be aware of

  • If it is not already known, the new location.
  • The move date – to let them know how long they have left.
  • Are there any layoffs or cuts?
  • Who will organize it?
  • If they have any questions or suggestions, who can they go to?

Different departments may require different preparations for relocation. Each team should have a designated person to discuss the checklist internally and make sure it is in the best interests of the group.

How Much Does It Cost to Move an Office?

It is expensive to move an entire company to a new place. It can get even more costly if your office grows.

There are other charges you might not have thought of:

Moving costs

  • Packing To ensure that your business furniture and other items are safe, it is crucial to afford sturdy and reliable packing boxes and materials. These can be obtained from your long-distance moving companies. You might also wish to have the furniture, machinery, and technology-packed by professional movers.
  • Transportation It all depends on the company, the pricing system, and how they price their services. However, you might have to pay per mile and for the time spent on the job. This can add up and make it expensive.
  • Storage If there is a delay between moving out and moving into the property or you are unsure what to do with certain items, you might need to book storage.
  • Insurance Most companies have insurance, but it is possible to get additional coverage to protect the most important office items.
  • Shipping costs for documents and other items.
  • Parking fees If there’s no free parking nearby, you will need to arrange parking at these properties.

Layout and design

It is likely that the new office space won’t be the same size as the one before it. Therefore, adjustments to the space or the layout may be required.

  • There will be an additional cost for handymen and builders if the room is to be renovated.
  • New furniture and desks may be required if the layout is to be altered.
  • For the new office, you can add art or decorations.

Furnishings & Equipment

These costs will only be incurred if you plan to update the office furniture, appliances, and technology. You may also need to purchase new furniture for your new colleagues if the office is being remodeled.

  • Computers and desks
  • Chairs, tables.
  • Equipment and furniture for new conference rooms.
  • Appliances and furniture for the break room are now available.

Collateral Costs

Change the office address. Change the address on documents, business cards, contracts, flyers, advertisements, billboards, and other places where the company address is mentioned. All of this costs money.

A deposit may be required if the property is to be rented.

Loss of Business Day

Time is money in business. If you close your business for more than two days, it is losing money. With careful planning, this can be reduced to a minimum.

How to pack for a move from the office?

You can prepare your business for the move to the new office by following these steps:

  • This is a great opportunity to get rid of all clutter and files in your office.
  • It is essential to take photographs of electronic devices so that they can be connected easily after the move.
  • Organize all important documents and files that you have in physical form.
  • To ensure that no data is lost or damaged, save all files and documents to a cloud or an external flash drive.
  • Employees can pack any business-related items, such as physical copies of files, invoices, or receipts, and then leave the technology and furniture packing to the professional movers.
  • Important is labeling. There will be hundreds of items that need to be moved when you move an entire office. It is important to label your items properly so they are safe and easy to transport in the van.
  • A professional team can handle the IT relocation and set up all the technology in your office.
  • You should discard any files that are not needed. If the files are alphabetic or numerical, label the box with the exact order of what is inside. Label the box with “Files A-C” if it contains files with names starting from A to A.
  • Staff members can also pack the office decor, such as paintings, pots, and clocks, motivational posters, or vision boards. You may need to buy additional insurance if you have valuable items. You can pack up decor pieces weeks in advance of the move.

How do you move office furniture?

Staff members may be required to prepare their desks for the move, and together they can prepare the rest of your office furniture.

Here are some steps to prepare your office furniture for the move

  1. Everyone should clean out their desks and put their personal belongings in boxes at least two days before the move. If possible, empty drawers and wrap fragile items. Be sure to label the boxes so that there is no confusion, loss, or damage to documents.
  2. You can pack and move any upright file cabinet with its contents inside. Lock the contents of drawers that have locks to prevent them from falling out.
  3. You should ensure that any cabinets you have attached are kept separate so that they can be removed one by one.
  4. All books should be packed from bookcases. You should pack books in small boxes.
  5. Clear the way for the movers.

Heavy preparation is required to move furniture by yourself. There are great dangers of damaging the furniture, as well as the floor, walls, and doors. It is usually safer and more efficient to have the furniture moved by professionals.

Make sure that the employees pack the boxes and not the moving company.

You might have to dismantle some furniture. This should be done by the movers. It is often included in the cost of the move. You might consider taking advantage of this and knowing that experienced staff will handle your furniture, it will not be damaged or lost.

Safety tips for office moves

Safety is always the first priority. These safety tips will help you move your office safely.

  • Do not lift large boxes or heavy furniture.
  • Avoid using office chairs as ladders.
  • Avoid excessive reaching, deep bending, twisting, or running up and downstairs.
  • There are two correct ways to lift boxes. Don’t risk harming yourself.
  • On a moving day, do not leave liquids in the office.
  • You should not clean the office before or during the move-out day.
  • Keep boxes on the ground and do not push or pull them.
  • You shouldn’t be the only one climbing up a ladder. Get another person to help you.

You should also make sure that there is someone designated to watch over the storage of the moving boxes before they are loaded onto the vans.

  • The bottom should have heavy boxes, and the top should have lighter ones.
  • There should be no liquids in or near the boxes. They shouldn’t get in the way, distract from the workers, or cause problems for the movers.

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