Moving a business to a new location brings excitement. Working from a more spacious and upgraded office is a source of motivation for employees.
However, employers need to manage the relocation process for setting up a new office. The entire process of office relocation is tedious and involves a lot of hard work.
Considering the total downtime, budget, and new requirements is imperative. If we make a business moving checklist, we can minimize the chances of missing important things in our office relocation.
Office Relocation Checklist
This article will provide a detailed office relocation checklist for your convenience. Let’s see what this checklist is all about:
1. Plan and Create a Timeline
Plan everything from the initial to setting up the new space. But, make sure to assign a deadline for each step. In this way, you can complete the relocation process on time.
Office moving is not an easy task. Be prepared for some unusual mishaps and allow some extra days for it. For instance, you might miss some office supplies or the new supplier might make some delays. All this will affect your productivity in the new office.
If you are winding up your current setup, make sure to inform the landlord beforehand. Likewise, adjust the date as per your move to a new location. The starting days of the month are ideal as you will pay the new landlord and finish your contract with the former one.
2. Announce the Relocation, Assign Tasks, and Setup a committee
Show visuals of the new office space and announce about relocation. You can use multimedia presentations, email, or videos for it. Discuss how the new space will benefit the employees and clear your expectations from the team. Also, share your timeline and distribute a hard copy of it.
After that, create a committee responsible for overseeing the relocation process. This committee will look after all the tasks and make sure that everything is being done in the right direction. You can then assign separate tasks to every employee. In this way, employees will get engaged in the relocation process, and this teamwork will result in a smooth transition.
3. Plan for Internal and External Communication
Internal communication refers to the interaction among employees, whereas external communication relates to the communication with the clients. Both of these interactions are essential during the move. However, a proper plan should be made beforehand to ensure smooth communication.
Companies can adopt the following ways to conduct these forms of communication:
- Online meetings through Zoom, Skype, Slack, etc.
- Emails and messages
- Interaction through WhatsApp
- Group calls
- Interaction through social media groups
- Social media
- Online forums
4. Visit the New Office
Visiting the office before moving your furniture and supplies is important. Your visit will tell you about the new requirements of the space. For instance, you might need to hire a painter or a carpenter as per your new office design.
Likewise, you can decide the flooring and also make decisions about cubicle placement. If you have had a cubicle set up before, you can now consider an open floor plan for saving space and increasing ventilation.
Make sure to jot down all such things and then hire the appropriate professionals to get the work done. Also, consider sunlight exposure, ventilation, number of doors, etc., for adding an aesthetical value to the space.
5. Discard the Non-Essentials and Create an Inventory
Every office has a huge list of non-essentials. Since you are moving to a new place, there is no need to carry this extra stuff. Therefore, donate these things to a charity. The broken desks, furniture, stationery, and non-essential décor items will only increase your moving cost. Also, calculate the cost of moving old furniture and compare it to buying a new one from the local store.
Once you have eliminated all the unnecessary items, now it’s time to create an inventory list. Make separate sections for inventory and keep a record of each item. It will help you match the items with the list after you move.
6. Contact an International Moving Company
If you do not want to bear the hassle of moving, consult with an international moving company for relocation. These professional companies take full responsibility for packing up things and shifting them to your new office within your timeline. Since they have experience and expertise, you will not miss the important documents, office supplies, and furniture in the moving process.
You just need to separate and discard the non-essential items. The rest of the work that includes packing, transfer, and unpacking is the responsibility of the company. If you search online, you will find plenty of options. But, for selecting the best ones, make sure to follow the below steps:
- Check online reviews and feedback
- Check service quality and things covered in the package
- Compare prices
- Check the time required for the move
- Contact their former clients and take reviews
7. Arrange a Cleaning Team
If cleaning of the new office is not covered in the package provided by your mover, make sure to arrange a cleaning team. In some cases, the building management gets the space cleaned. However, if you are required to get the job done privately, you need to contact a cleaning team beforehand.
Send one of your representatives to a new office to get the cleaning work done. Ideally, it should be done before getting your stuff delivered by the movers.
8. Arrange the New Space
Once the office is clean, and all your stuff has reached the new office, now it’s time to set it up. Most of the movers will unpack your stuff, but make sure to guide them. Put everything in the right place so that you won’t need to change the setting repeatedly.
So, this was the office relocation checklist for all those who are planning to make a move in 2022. Business moving comes with huge responsibility and a lot of legwork. However, if you plan beforehand, do things as per the office relocation checklist, and take professional help, you can carry out a smooth moving process within the deadline.