9 Things to Do Before an Office Move
Whether moving down the block, across the city, or the country, office moving can often prove to be a challenge no one can take on without a lot of forethought and detailed planning. When faced with a move for your business or office, you’re probably wondering where to even start in the planning process, and how to find the right office moving company to ensure your business’ items are kept safe and transported responsibly and with care.
On your end, having the proper preparation and education on the office moving process will let you be secure in your move and confident that you’re practicing the right techniques to pack and prepare your things for your movers properly.
If you’re looking for the best office moving tips, we’ve got you covered in all things business moving. Learn more about how to best prepare yourself, your employees, and your business with our complete office moving checklist.
How to Find the Best Professional Office Movers
Before you start preparing for the moving process, you’ll of course need to book the right professional office moving company for your relocation. When looking for the right business movers, you’ll want to check for a few different things during the course of your research.
First thing’s first when it comes to looking for the right professional moving company for your move: you need to assess the reviews of your potential company to determine their level of customer service and experience. You can also ask around to colleagues, partners, or friends and family to get some good company recommendations.
When looking for companies organically online, don’t just look at the reviews shown on the moving company’s website, either. These reviews can easily be moderated or deleted to show only favorable ones. Instead, look at customer reviews on sites like Google Reviews, the Better Business Bureau, Yelp, and more. These reviews come from real past customers that can give you a good sense as to what to expect from the moving company you’re looking at. If a customer has a bad review of the company, it will also give you a good idea of how a company responds to criticism or to negative customer experiences.
Once you’ve found a few different companies that you think potentially might be a good fit for you and your business, make sure you get quotes from all of them to compare prices and services. Shopping around for quotes will let you not only find the most reasonable pricing for the services you’re interested in but will also give you a better idea of what the market price points are for the size and scale of your move as a whole. This will also help you to weed out any potential moving scams, since their initial quotes will be suspiciously lower than the other companies you’ve reviewed, or will not have any or as many reviews as the other companies.
Lastly, you’ll of course need to check your potential company’s accreditations, affiliations, and licenses to make sure that they’re wrong for providing customers with high-quality service and have the appropriate licensing to operate properly.
Office Moving Checklist
Now that you’ve got everything you need to find the right business movers, it’s time to start planning the move itself. Read below for the complete tips for office moving that will put you and your business in the best shape come moving day.
- Start Planning as Soon as Possible
- Get Organized
- Declutter Your Office
- Communicate with Your Employees
- Make a Layout of Your New Office
- Be Mindful of IT Needs
- Schedule Deadlines & Operations Accordingly
- Pack & Label Boxes
- Notify Third Parties & Update Address
If you’re reading this checklist, odds are you’re in good shape when it comes to this step, but we’ve included it nonetheless because it’s important. Beginning the planning process, including booking your movie company, as soon as possible will keep you on the right schedule and will ensure that you’re not left hanging in trying to book last minute (especially during peak moving season).
Whether you’re moving in a couple of months or the next year or two, it’s never too early or a bad time to get a first start on your process or be ahead of schedule. In beginning the planning process, you should first start by making a list of what needs to be done and by when, as well as by who. This will keep you organized and set up a structure for your relocation process.
In the same vein as beginning your planning process as soon as possible, you should also look into getting your furniture, inventory, and materialized organized as soon as possible. Taking stock of what makes up your office, especially if you’ve been in the same space for a long time, makes a huge difference in keeping you prepared, on schedule, and free from any overwhelming or unwelcoming surprises during your relocation.
When taking an inventory of your things and organizing materials, documents, or existing stock, try to form a good idea of what packing materials you might need to get everything in shape for your moving day or to estimate what kind of materials your full-service commercial movers might need to pack and prepare your things. When getting organized, you should also take note of any especially out-of-the-ordinary decorations or furniture you might have in your office or business that might require special care, equipment, or strategy to move safely. If you notice any items that might be considered ‘specialty’ or a little out of the ordinary, be sure to let your movers know during your quoting process so they can give you the most accurate possible estimate.
Just as is the case for residential moves, you should always go through all of your items and declutter the things you don’t want, need or use before getting started with the actual packing aspects of your move. This goes for things like old equipment, tech, and computers, as well as old or extra furniture, and even things like company merchandise or items with outdated logos or designs on them.
This can also apply to things you might have been stockpiling at one point or paper documents that you’ve long since digitized but didn’t know how to properly dispose of at the time. Go through all of your storage closets and spaces and dispose of any junk that you know shouldn’t come with you to your new space.
One of the best and most beneficial things you can do across the course of your entire relocation is to engage with and communicate properly with your employees from start to finish. Let your employees know of your move as soon as you decide to go forward with it and finalize it. If you work at a small business, try to bring them in and get their opinions on the move as well. Being transparent about a move and the reasons for it, as well as giving your employees as much notice and communication as possible about the entire process will go a long way. This is especially important if your move might be long distance or if your employees might have to move themselves to follow your company should they choose to go so.
Being mindful of your employees and engaging them with the process will get them invested and excited about your move. This way, you can also speed up the organizing, decluttering, and overall packing and moving process by having them go through their own spaces and desks and help in reading your office for the relocation. You can also get their opinions and recommendations as to the layout and design of your new space to make sure they’re as happy and accommodated as possible in the new office you’re headed to.
If you’re able to walk through your new space, it can be very helpful to do so to plan out the layout and design of your new space. If you have a floor plan of the new space, you can also print it out and draw up your theoretical layout for furniture, desks, and more. This will let you more effectively direct your movers and take care of any potential space issues or furniture issues before they happen.
As we mentioned prior, try to have your employees weigh in regarding the layout and design of the new space. The layout of your new space can have a huge impact on the quality of work your employees produce and on the workplace culture and environment you cultivate in your business or office. Giving your layout a change in your new space can make a big difference in improving your employees’ productivity, attitudes, and morale.
Always openly communicate with your IT team (if you have one) and let them know what your move might entail so that they can make the due plans to keep all of your tech safe and to make the necessary plans to get your office’s network and equipment up and running again as simply as possible when moving.
Your IT team will also need to take inventory of your equipment and determine the best way to pack and organize these sensitive items throughout the lead-up to your relocation. This will make both moving these items easier for your movers and will get your new office set up much more efficiently.
When leading up to a move, make sure you’ve scheduled your employees’ project deadlines and meetings so as not to conflict with your move or the packing leading up to it. Don’t schedule anything or have tough projects going on in the midst of the days leading up to or following moving day since you and your team will need time to coordinate and set up your spaces and settle into the office, as well as time to focus on the move itself and packing their things.
If you have clients who need to be seen during these days, try to schedule everything off-site if possible to avoid having to show clients your new office in a state of disarray.
Leading up to moving day, you and your employees should be packing up your items and labeling them accordingly. Keeping items labeled will not only keep them safe and save your movers from accidentally stacking them incorrectly or potentially compromising fragile items. Always write what’s in each box clearly on the sides and top of each box to make sure that nothing is mistaken or left behind, and try to keep things segmented and separated by the department if possible. This will make things easier on you, your employees, and your movers.
Last but not least, you should take the time to notify any partners, clients, or relevant businesses or suppliers of your move, and update your address with USPS, any relevant government agencies, utility providers, vendors, or digital sites like Google Business or Yelp. Don’t forget to also announce your move and update your address in correspondence like emails, social media, and your website.
Now that you have the complete guide to planning for an office move on your side, you can get your business started in the process effectively and efficiently. Looking for the right office moving company to get you set up for moving success? See what Arpin Van Lines can do for you and your business today. Our many decades of commercial experience and knowledge of office moves will ensure that you receive not only the best pricing for your business, but that your move is handled with the utmost care and professionalism. See what Arpin can do for you today!
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