Moving an office is a pretty major event, as you will have to stop work and move all the equipment needed to do your jobs from one place to another in the most efficient way possible. The more quickly and inexpensively you can do this, the quicker everyone can get back to work in their new environs. However, there are certain steps you should follow when moving from office to office so that it all goes as smoothly as possible. Below are the best ways to manage a successful office relocation.

Build the Right Team to Help You Move

Consider hiring both a team of movers and members of the office staff to help you move from one location to the other. The office staff should be moving their personal equipment and items, from computers and desk supplies to printers and fax machines. These can be loaded into rented vans or their cars. Pay everyone for the day of work, and maybe even throw them a party where dinner is served after the move is complete. Let the professional movers handle the desks, chairs, conference room table and other big office items.

Have Everything Planned Out as Precisely as Possible

Before the big moving day, sketch out where certain desks and other pieces of furniture should go, who gets which office, which department is located in which wing, and so on. This way, there will be clear directions and marching orders for everyone who is helping with the move on the big moving day. This will minimize confusion and help the actual physical heavy lifting to be done much more efficiently.

Purge Things You Don’t Need

As the move occurs, get rid of things you don’t need to take with you, from old pieces of furniture to old files that can be shredded. When it comes to furniture, it can always be sold or given to employees, if they want it. Then, you can buy new things for the new office, making it feel like a different environment, rather than a new building with the same items.

Start Early and Try to Do It in One Day

If possible, start early in the morning and make the entire move in one day. It’s worth it to hire many extra people, as this will save you money in the long run. The quicker you can start working again, the less the office-to-office move will cost.

The daily heat of battle in most businesses is minimized when routine and environment remain constant. This sanctuary gets totally disturbed when the office makes the announcement, “We’re moving!” Typically everyone at the office can experience stress surrounding a move. This blog post is meant to provide a few useful tips to surviving an office move.

1. Preparation – Organization is key to a calm existence during a move. A master list that divides each area is recommended. For example, it is helpful to compile a list for files, computer hardware, supplies, telephones, furniture, and even for pictures on the wall. This way a general categorization can be done to report what is going where. Also, this list provides accountability for others handling the move.

2. Boxes – It is essential to have enough boxes and the proper types of moving storage boxes that meet proper weight requirements. If placing heavy files in a box, it should be designed to carry that weight. The same is true for transporting sensitive digital equipment such as computer screens, hard drives, and servers. Having the right packing gear reduces the potential for accidents and items getting damaged. Knowing items are safe reduces a lot of stress and helps to survive the move.

3. Time Management – An office move is not realistic to occur over one night or on a single day. There are usually a lot of moving parts, scheduling requirements, and other schedules to consider. It is recommended that an office move be done in phases. A week is usually the minimum amount of time needed and it could be longer depending on the nature and size of the business.

4. Labeling – It is vital for surviving a move that each box be labeled and items clearly organized. This is important for two reasons. One, it is a method of cross referencing the master list spreadsheet and making sure that all items are present when the move actually happens. Two, it makes for a seamless move-in once all the items arrive at the office’s new location.

These few tips are meant to help an office successfully relocate while controlling the stress surrounding the preparation, move, and relocation. Our team of professionals has the experience needed to help at every step of the way. We are here to answer any questions and to schedule the perfect time for an office move.

Moving into a new office location is beneficial to a business when the business goes to a better location or moves into a larger building. However, it can be a stressful situation to deal with all of the logistics surrounding moving, especially if the company has been in the same place for a significant period of time.

One of the most important aspects of surviving an office move is to spend time before the move organizing everything in the office. Make sure that all of the items are organized and in order so that the actual packing process is not more difficult than it needs to be. Color coding items based on priority, packing preferences, and whether or not they are fragile helps to keep everything in order. Choosing the appropriate packing materials also helps keep everything intact. A professional moving company can provide specific advice on the types of packing material that keep the business equipment safe, especially with specialty and custom equipment.

Another major consideration on how to survive an office move is getting everything set up on location. It’s important to do set up as quickly as possible so normal business operations aren’t interrupted more than they need to be. The moving company should do the heavy lifting, including moving furniture and other major equipment, while employees can handle the smaller scale work and paperwork.

Data security is another major consideration for surviving an office move. Commercial movers generally are HIPPA compliant in their moving methodology, but it’s also important that employees do their part in securing sensitive paperwork as well. Look over all of the data and information security regulations relevant to the industry prior to contracting for a move. A data breach can cause a disaster with lawsuits and legal fees, so it’s important to avoid the risk entirely.

Moving an office is always going to be stressful, but with enough planning, foresight, and professional assistance, it doesn’t need to be nearly as bad as expected.