Moving to a new office space is a complicated process, like moving to a new home. The challenges run the gamut from moving bulky furniture to reinstalling important systems to packing and unpacking the daily stuff of life.
Adding to the complexity is the time constraint; business operations can’t come to a halt for too long, even if you are undergoing an office move.
Whether your move is to a different floor or across the country, office relocation demands meticulous planning, especially when it comes to your managed IT. BrightFlow Technologies is here to guide you through this daunting task with key things you should know before you move offices.
Surviving the Office Move
Your office move journey begins at least six months before the move date. It’s a big endeavor, and you need a reliable map to navigate through the uncharted territories of logistics.
Here’s a step-by-step timeline to help you stay organized, ensuring a smooth transition to your new office space.
6 Months Before Your Move: 11 Steps to Consider
- Review the current lease: Understanding the stipulations of your current lease is crucial. Will you lose your deposit if the lease isn’t up yet? Assess repairs and property damage responsibilities.
- Designate an in-office moving team: Appointing a moving project management team is akin to assembling your crew. Clearly define roles for planning, packing, unpacking, organizing and decorating.
- Make a decommissioning plan: Prepare for decommissioning. Restore the old office to its original condition. Plan tasks with your moving team, addressing everything from removing cables to property repairs.
- Set a budget: Calculate your financial trajectory. Establish a budget early, identifying non-negotiables and areas for potential cost-cutting. Consider the purchasing process and payment logistics.
- Decide on moving coverage: Guard your spacecraft against potential hazards. Decide on the level of moving coverage—basic or comprehensive. Understand the types of insurance available and communicate your needs to moving companies.
- Start researching moving companies: Seek experienced commercial movers. Office moving services differ from residential ones. Research, get referrals, read reviews and check accreditations.
- Get at least three moving quotes: Compare and contrast companies to find the perfect fit for your intergalactic journey.
- Start a to-do list: Centralize your information. Initiate a digital repository, on Google Drive or OneDrive, to streamline communication and organization.
- Announce the move to your employees: Round up the troops and communicate the new address, moving date, key features of the new office and reasons for the move.
- Ensure everything will fit in the new office: Before takeoff, ensure your cargo fits the new space. Measure dimensions and confirm compatibility to avoid transporting items that won’t work in the new office.
- Make an inventory: Record what’s onboard and what stays behind. A comprehensive inventory aids communication with your moving coordinator and clarifies post-move replacements.
3-4 Months Before Your Move: Navigating the Cosmos
- Lock in your moving date: Secure your trajectory. Confirm your moving company and reserve the date to avoid celestial collisions.
- Solidify your moving plan: Set dates and tasks. Plan when phones will disconnect, desks will be cleared and internet connections will change. Assign team leaders and distribute responsibilities. Is your VoIP phone system in order?
- Announce the moving date to your employees: Broadcast the countdown. Inform employees about packing deadlines, utility disconnections and their role in the pre-move preparations.
- Notify your current landlord: Signal your departure to the current planetary landlord. Inform them of your move date and discuss the lease termination.
- Notify outside the company: Broadcast your trajectory to external entities: partners, clients and vendors. Share new contact information and address potential concerns.
- Come up with a plan for specialized equipment: How will you move heavy equipment or hazardous materials? Arrange for the order and delivery of specialized items.
- Hire moving vendors: Beyond the primary mover, consider secondary vendors for landscaping, decorating and cleaning. Secure additional services required for a smooth transition.
- Start gathering moving supplies: Prepare your cargo hold. Source packing materials and supplies, both standard and specialized. Begin organizing and assembling your packing arsenal.
- Downsize: Before interstellar travel, lighten the load. Purge with an open mind, tag items for sale or donation, and consider a pre-move office warehouse sale.
- Talk to your employees again: Update your crew. Share adjustments to the moving plan, address concerns and gather feedback. Maintain ongoing communication for a harmonious journey.
2 Months Before Your Move: Preparing for Launch
- Design a floor plan: Designate spaces for equipment, furniture, employees and common areas.
- Schedule disconnection, transfer and set-up services: Coordinate with mission control. Arrange for internet, phone installation, utilities setup and IT coordination for computer set-up. (By the way, your managed service provider can be instrumental in this transition. Be sure to download our Office Relocation IT Checklist.)
- Buy new furniture or equipment: Purchase necessary office equipment and furniture, considering shipping times and assembly requirements.
- Reserve offsite storage: Prepare for unforeseen detours. Reserve commercial storage for items not immediately needed but essential for future missions.
- Come up with a companywide labeling system: Establish a universal language. Create a labeling system for consistency throughout the office. Ensure everyone follows the same coding to make relocating items in the new space easier.
- Start packing: Embark on the packing phase. Begin with non-essentials to streamline the process. Clear the decks for essential tasks in the final weeks.
- Put address change orders in place: Order new business cards, letterhead, envelopes and labels with the updated address to avoid communication disruptions.
- Check on the new office: Survey the new landscape. Address cleaning needs, initiate decorating and if possible, bring in non-essential items to set the stage for your arrival.
1 Month Before Your Move: Countdown to Launch
- Keep tagging furniture, equipment and office supplies: Maintain the tagging momentum. Ensure a systematic approach to labeling, and check in with your moving team to monitor progress.
- Finalize plans with your moving team: Reconfirm the flight plan, including the move date and time. Discuss logistical details and create a moving-day itinerary to ensure seamless coordination.
- Order keys and access cards: Secure entry to the new galactic headquarters. Order keys and access cards in advance for distribution before the final exit from the old office.
- Back-up data: Guard against data loss with help from your managed service provider. Back up crucial computer data and replicate your hard drive using mirroring software. Digitize files and shred paper versions to lighten the load.
- Coordinate moving truck departure and arrival: Ensure a smooth landing. Coordinate with building managers for loading and unloading times. Confirm logistics for moving day, considering any building rules or restrictions.
- Get a handle on building rules: Obtain a comprehensive understanding of building rules regarding relocation, timing and logistical constraints.
- Try to move some non-essentials on your own first: Take the scenic route. Transport non-essential items independently if possible, providing a smoother transition before the official move.
- Assign everyone the task of packing up their desk: Empower your crew. While professional movers handle the big tasks, encourage employees to pack their own desk spaces. Foster a sense of responsibility and efficiency.
1 Week Before Your Move: Final Preparations
- Update your address: Cross the final frontier. Update your company website, financial accounts, social media, subscriptions and business listings with the new office address. And, if you’re looking for an updated website design, consider our service offerings.
- Review your moving day schedule with the moving team: Conduct a pre-launch check. Review the moving day schedule with the team, ensuring everyone is aligned with tasks, timelines and responsibilities.
- Remind employees to finish packing: Summon the final surge. Remind employees to complete packing, especially personal belongings and essential supplies.
- Don’t forget your cybersecurity and IT: Mind the technological constellations. Oversee IT disconnection and reconnection, ensuring a smooth transition for computers, servers and other tech equipment.
The Day Before Your Move: The Calm Before the Storm
- Finish packing and labeling: Secure your cargo for the final leg. Conduct a last-minute check to ensure everything is packed and labeled correctly.
- Collect employee access cards and keys: Prepare for the handover. Collect keys, access cards and other office-specific items to return to the landlord or property manager.
On Moving Day: The Grand Departure
- Be at the current office to meet the movers: Guide the ship’s departure. Ensure someone is present to facilitate the movers’ entry and exit, provide assistance and finalize any necessary paperwork.
- Do a final walk-through of the vacated office: Bid farewell to the old frontier. Conduct a final walk-through to check for any items left behind or property damage. Confirm lease termination and hand over keys.
After Your Move: Settling in the New Frontier
- Unpack and test your technology: Unpack essential items and test technology, ensuring a seamless transition for phones, computers, servers and other equipment.
- Double-check your change-of-address updates: Confirm your updated coordinates. Ensure all relevant parties are informed of the move, update online presence and verify that stationery and business materials reflect the new address.
- Meet with your post-move team: Chart the course for the new era. Coordinate with your team to designate tasks such as removing tags, unpacking and stocking essential areas.
- Celebrate your new digs! Mark the achievement. Acknowledge the collective effort by organizing a small office party for your team. It doesn’t have to be extravagant, but a gesture of appreciation for their hard work in making the move happen will go a long way.
Looking for More Office Move Tips?
We’ve covered a lot of ground in this blog post, and all this information at once can be a bit overwhelming. We get it.
You’re probably thinking to yourself, “You mentioned our IT a few times in this blog, but didn’t go into much detail. Is there anything else you can tell us?”
We’ve created a FREE handy download with an easy-to-read and follow Office Relocation IT Checklist.
BrightFlow Technologies is your trusted guide through the cosmos of office relocation. Follow our timeline and embark on a journey to a new frontier, where your business can thrive and explore uncharted possibilities.
May your office trek be smooth, seamless and filled with the promise of good things on the horizon.