Before Moving Your Office, Read This

Moving and Storage

Before Moving Your Office, Read ThisAt 5 Star Moving & Storage, we know how much time and effort it takes to organize a move from start to finish. Before moving your office, read this interesting bit of information for a smooth and easy transition of your important documents and customer security.

When it comes to planning a company move, it is important to have a checklist leading up to the big day. Let’s take a look at this step by step process from your friendly commercial moving specialists.

  1. GET YOUR TEAM TOGETHER: It is important to select a cross-department moving team and define clear roles and responsibilities about 12 months before the move, depending on the size of your office. Here are some characteristics you will want to find in the people you choose for these tasks:
  • Experienced at multi-tasking
  • Great overall motivator
  • Knowledge of your business
  • Great communication skills
  • Someone who can stick to the budget
  • Highly organized
  • Has seniority to make decisions

 

  1. INFORM SHAREHOLDERS AND PEOPLE THAT NEED TO KNOW. Examples are:
  • Unions
  • Parent Companies
  • Department Heads
  • Staff
  • Board Members

 

  1. LOCATION: Maybe you have already picked out your spot, or maybe not. Here are some points to consider when choosing.
  • Good public transportation for staff and easy access
  • Easy for clients to find
  • Easy for your staff to visit clients
  • Easy commute for employees
  • Local amenities and easy access to highway systems
  • Parking access
  • Perhaps near a major airport

 

  1. BUDGET: Again, this will depend on the size of your company, but it is important to get quotes for everything.
  • Furniture
  • New equipment
  • Storage if necessary
  • Marketing
  • Commercial moving company
  • Getting your old office space back to original
  • IT set up and installation

 

  1. HIRE THE RIGHT MOVING COMPANY: About 10 months before your move, you should make arrangements with your moving company to ensure all the details are in order and you are all ready for the big day.
  • Research several office moving companies in your region and obtain quotes.
  • Look for reviews, especially corporate office moves that they may have done in the past
  • Ask for accreditations and certifications.
  • Meet with them in person at the site to go over layout
  • Ask them to provide a complete inventory list of all furniture, machinery, and electronics if possible and take pictures if you are unable to do it.
  • Make sure your timeframe is blocked off with your moving company. Many times, good moving companies are booked well in advance, depending on the time of year.

 

  1. COMMUNICATIONS AND LOGISTICS: About 4 months out, if you have not done so already, let your current building owner know the date you will be moving, as well as other important details such as:
  • The ordering of new machines, computers, office furniture, etc.
  • Have a meeting with the moving company and staff to voice any concerns and go over the agenda for moving day
  • Contact communications and computer companies for internet and telephone transferring to the new building
  • Distribute a communication sheet and itinerary for all employees to follow

 

  1. FLOOR PLANNING: Get acquainted with your new space about 2 months from the moving date.
  • Divide floors into two or three sections.
  • Be sure to inform the landlord that the elevators and loading and unloading areas will be occupied extensively on the date you plan to move.
  • Be sure your coordinators review furniture layouts as well as the moving company if applicable
  • Have signs made up, so people know where they are. (Example: floor number or building)

 

  1. START PACKING: 4 weeks out is an appropriate time to start wrapping up the small details.
  • Have ample boxes and crates available to put items into
  • Pack large common areas up
  • Have a grid sheet made for furniture placement
  • Be certain the bulk of your packing is finished at this point.

 

  1. ARRANGE ANOTHER COMMUNICATION MEETING: This is a good idea to go over the objective of the move one last time.
  • Meet with all move coordinators to advise them of final plans and schedules.
  • All employees need to be notified of moving plans and coordinators they will be assigned to
  • Installation of new furnishings at the new office location
  • Turn on the air conditioning/heating during move day
  • Security and telephones need to be scheduled

 

  1. SIGNS: Be very clear on where items should go.
  • Label, label, label! Be sure it is clear on packed boxes and the destination of the box
  • Have the signs you made put up in the appropriate places, so coordinators and the commercial moving company knows where to go
  • If necessary, color coding is a good way to organize where items belong

 

  1. ORGANIZE: With the final day approaching moving day, now is the time to cross your T’s and dot your I’s.
  • Be certain employees are completely packed and ready to go
  • Direct coordinators to designated areas at both the new and old building
  • Ensure movers have protection for walls and elevators in place
  • Be sure everyone is on the same page and has asked questions if they do not understand the process
  • Enjoy a great move, and more importantly, have fun!

 

  1. FINALIZATION PROCEDURES: So, the move went well, and now the last bit of business to attend to.
  • Make a list of any damaged or misplaced items
  • Move any items not needed to storage
  • Remove empty boxes and moving items

 

Having a checklist that is easy to read and placed where everyone can see it is an important piece of making your office moving day go smoothly without a hitch, and having the right team in place is an important key as well. A reputable moving company that is experienced in this type of move will help out tremendously, so be sure to do your due diligence when choosing the right company for the job.

5 Star Moving & Storage is a commercial moving company with a long history of friendly customer service and outstanding satisfaction. We are exceptionally trained and highly organized when it comes to this type of a move, and we’re here to help you. So before moving your office, read this over again before getting started then give us a call for a free quote.

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