Establishing timelines is a crucial element when it comes to how to organize an office move efficiently with as little confusion as possible. Immediately, the following confirmation that a move will occur, the supervisor in charge of handling the move must inform the staff of the expected move date. Simultaneously, this leader has to construct a plan that will include all the details of the move and the stages in which the move will happen. This article will provide useful strategies from beginning to end on how to organize an office move as successfully as possible.
What to Know Before an Office Move
Of course, the larger the office, more time will be needed and more details will be involved. This type of information is essential if you wish for a budget moving. To simplify instructions, let’s use as an example a small office move of about 100 employees divided into several departments. These steps are as follows:
- The absolute first step the leader must take is to visit the new location to make a detailed inspection while visualizing where and how this location will be set up with their office furniture and equipment.
- Choose the moving company wisely making sure the move can be completed with as much ease as possible using total cost effectiveness.
- The leader should then construct a plan indicating timelines for finishing the entire move. An extremely important inclusion is keeping the business running before, during and after the move. All of these actions are best done with the help of the heads of each department.
- The leader should then alert the staff about this move as soon as the preliminaries are confirmed and follow up this notification with the plans involved.
- Overseeing the actual move and settling in afterward.
Step 1: Inspecting the New Location
When it comes to any type of move, timeliness plays the greatest role in minimizing stress and chaos. Hopefully, there’s no emergency involved and companies will have the time to plan their move properly. For a small office move, how to organize an office move will require approximately 3 – 6 months. While visiting the new location, the leader with the help of the necessary co-workers should construct a floor plan that indicates where they will place all furniture and equipment. An actual blueprint of the new office should exist so it will be available for placement changes that you may need at a later time. You also need floor plans showing where everything that’s being moved will be placed.
Also, consider possible changes that you may need to make, such as:
- Do you need any space modifications due to a smaller or larger place?
- Will you need more or fewer cubicles, which could mean hiring carpenters and painters; and
- Address any issues requiring attention with the management company of the new property that could affect the move-in date and all others matters going forward.
Step 2: Choosing the Moving Company
You need plenty of diligence for this step since expenses can weigh heavily on a budget when deciding on a moving company. You’ll want to look for a moving company that will best suit the needs of your company and the only way to do this properly is by knowing exactly what your company needs will be. You’ll definitely want to enlist the services of a company that’s proficient in office moves. Always check the Better Business Bureau, along with reviews on Yelp.com to provide more assurance when choosing the moving company.
Step 3: Plans for Establishing Timelines
What will be the best timeline for how to organize an office move:
- Will you do the entire move in one day or is it best to move a specific portion of the company each day? Make a choice and plan for accordingly.
- Plan your move so there’s enough time to continue conducting business and there’s little to no financial loss to the company during this time.
- Include in the timeline at least one visit to the new location for all employees so they’ll have some familiarity with the new place. This will also enable them to provide helpful input as far as the move is concerned.
Step 4: Notifying the Staff and Providing Continued Follow-ups
No doubt the staff has become aware of something amiss as they watched their leaders engage in all the above activities. Therefore, to alleviate any chance of unnecessary anxiety developing, inform the staff as soon as possible about the upcoming move. You should establish a meeting date wherein you can discuss all developing plans regarding how to organize an office move. This meeting should cover the following:
- Give the move date.
- Choose the necessary leaders to organize their specific departments.
- Most offices can produce a moving guide of some sort that employees should follow.
- It’s especially important that employees be notified of a date to visit the new location as early as possible and that they know each of them will be responsible for packing their own items.
- Each employee should leave this meeting with all important memos and documents relating to the move. They should review the floor plans and see where to place each piece of their furniture and equipment.
- It’s best if this meeting ends with a follow-up date for the next meeting to discuss other details and concerns, and provide further updates.
Step 5: Overseeing the Move and Settling in Afterwards
What’s the most important thing to remember during the move? Remember that you want things to go smoothly with as little business downtime as possible. Besides keeping the employees updated, leaders should also notify their customers and keep them updated as well. Take care of the address notifications during the set-up process of the move; the company itself needs to do it. At last check, the Post Office wasn’t handling the change of addresses for businesses. Also, labeling boxes, furniture, and office equipment is essential for keeping the moving company organized. As such, be sure employees are aware of this as well. Once in the new location, each person can then unpack at a suitable pace that will allow them to continue conducting business, and peace of mind can circulate throughout their new place of business!
Keep in mind that with any move, timeliness, organization, and planning are the crucial elements of the process. Indeed, there are specific details for each move. Hopefully, this article has provided useful information as guidance for how to organize an office move.
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