Your Office Move Checklist
The idea of moving your business can be daunting. There’s a lot to get done. And even more to arrange and organize, and you’ll have the staff to think about too.
As well as this, your business needs to still be running during the relocation.
What you need is to conduct the move as painlessly as possible. So we’ve drawn up an office move checklist to make sure relocating your business is as seamless as it can be.
The Run-Up to the Move
As soon as you know that you’ll be relocating your offices, it’s important to start actioning a strategy. This is where an office move checklist becomes crucial. It’s an important undertaking and you want it to be as organized as possible.
This not only benefits you but also your staff. Suggest key members of the staff take the lead on this. Perhaps give your office manager the main role here, as they are potentially the best equipped for the job.
Make sure you speak to space planners, telecommunications providers, and interior designers in advance so that these crucial elements are not left to the last minute.
Mapping Things Out
You will have already seen the space you are moving your office to. Either go back to it or obtain plans and decide precisely where everything will be going in the room or rooms.
As well as this, identify the appropriate power sources or telephone points, internet connections and so forth. Assign the right desks to these crucial elements of the space. Draw up a floor plan and circulate it to the staff.
Make sure your electronic equipment and telephone systems and provider is sorted out in advance. Once you’re in the new office, you need to get up and running as soon as you can.
Arrange for the internet and telephone systems to go live for the day of the move so these elements can be implmented immediately.
Don’t wait until you’re already in the new office before you let your contacts know that things are changing.
Be sure to send out, in advance of the move, your new address details and the new phone numbers you will have.
Ensure that your stationery supplier and your online ordering accounts are fully updated in advance.
All packing should be completed prior to the actual start of the move. Keep track of how each section of the office is packed up with the following office move checklist for the separate items you own.
Empty desks of everything, including files and stationery. This means everything in the drawers, not just on the top of the desk. All items should be boxed and drawers should be locked.
In contrast to desks, these usually get moved with the contents still inside if they are upright. This means they should be locked and perhaps wrapped in cellophane or tape so that the drawers don’t open in transit.
Don’t misplace the key. If the cabinets are lateral then these should be emptied in the same way as the desks.
Remove all books and files. Organize and pack in cartons. Take the shelves and the fasteners off and pack up securely for reassembly at the new office.
Disconnect all machinery and keep it organized so that they are transported with their correct power leads and cables.
The likes of copiers or computers require special servicing by company trained personnel, whether internal to your organization or the machinery company. These arrangements should be made by you prior to the move date.
Copying, printing or reproducing machines containing liquid or fluid must be drained.
This includes wall items, kitchen equipment, coat racks, and plants. Pack these as you have done your desk contents, in boxes, wrapped up. Or in the case of the larger items, transport them directly in the vehicle you are using to move.
The best person to conduct labeling is the person packing the items. And if you have delegated packing of specific desks and areas to those that know them best, this means labeling will be more effective. These people are best placed to unpack them the other end too.
Every item to be moved should be tagged or marked. A system should be enforced on precisely how you will do this.
It’s advisable to work out a code for the floor, room number, department and so on. This will not work, however, unless everyone abides by the designated system.
If furniture is dismantled, label the individual parts so that it can be seamlessly put back together again. The same goes for any electronic equipment.
Theft or Loss
If any items, business or personal, go missing during the move, they must be reported.
In most instances, these items are soon found and have been mixed up in a tagging error.
If not, you must speak to everyone involved, including the moving company.
One Day to go
The day before the move, complete packing and labeling. De-install and re-install phone equipment.
Also, make sure your staff is informed about the details of the move. Do they know the fire procedure at the new office? Have you allocated them keys and told them where they can park? Do they know where the nearest cafe place is on site? (you’ll all need it on moving day)
Delegate the specifics of moving to your staff. Make sure they adequately pack and label their own desks and insist that they are liable for their personal items during the move.
Ensure your teams know whereabouts their new workspaces will be.
Consult your office move checklist and ensure you have done everything on it before you say goodbye to the old space.
Get to the new office ahead of the staff and furniture and tag areas so as to ensure that everyone knows precisely where they are meant to be going on arrival.
If you’ve worked out an effective labeling system, this will make this even simpler when it comes to putting things in the right place.
Your Office Move Checklist
Let Alero Moving & Storage handle your office move while you continue with what’s important for you.
With the day-to-day grind of clients, e-mails, faxes, phones, files, and meetings you don’t want to be worrying about whether or not the furniture will make it to your new office.
Contact us today and find out how we can make your office move the most pain-free process possible.
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