Office Moving Timeline
Moving into a new office is a time-consuming process that requires organization and coordination. Following a plan and a timeline can make your office relocation a success. See below a suggested office relocation timeline that you can use as a template for your upcoming office relocation.
6 Months In Advance
Review your current lease and decide on the new location.
Will you forfeit your deposit if your current office's lease expires before then? What repairs are necessary? Determine a suitable new location for your office.
Designate an in-office moving team.
Give your moving project management team some responsibilities while clearly defining their roles. Assign who will plan, pack, unpack, organize, and decorate the new space.
Declutter and Digitize.
Decluttering is one of the most important things you can do before relocating. Decluttering removes items you don't need to bring to your new office. This can save money on relocation and help keep your new office more tidy and organized.
One way to de-clutter is to digitize records. By digitizing records, you can turn your paper records into electronic documents, reducing how much paper your organization must keep in storage.
Decluttering involves more than just digitizing paper records. Have staff review your office supplies and furnishings and determine what furniture is no longer needed.
Research Moving Companies.
Vet several moving companies to find the right one for your office relocation. The best moving company for your needs can perform the relocation for a price you can afford while delivering a quality service. Moving companies offering the lowest quotes are only sometimes the best option. Look at a company's reputation and check references when choosing a moving company. It's better to pay more for a moving company you can trust than to hire an unknown entity that can't deliver on its promises.
3 Months In Advance
Set your moving date.
You have done your research and have chosen a moving company after comparing costs. Make a reservation immediately to secure the date.
Confirm your moving strategy.
Establish dates and tasks for your relocation plan. For instance, determine when:
Phones should be disconnected
Desks need to be cleared
Internet connection set up in the new building
Assign team leaders and delegate tasks to team members (or have the team leaders do so).
Announce the moving date to your employees.
Inform your employees of the relocation date. Let them know when the utilities will be turned off when they should have their cubicles, offices, or workstations packed up, and so on. Ask workers about any physical limitations before requiring them to move heavy boxes. Ensure everyone on staff knows of their responsibilities and when they are due.
Inform your present landlord.
After confirming your company's move date, notify your landlord or property manager of your lease termination.
Inform your business contacts (including clients, suppliers, and partners) of your impending relocation. They will require your new contact information and may have questions about how the relocation will affect them.
There may be many ways to communicate this with your customers. An email campaign, your company newsletter, and a message on your company's website and social media are just a few ways to get the news to the relevant parties. Make a plan to reach all the relevant companies and individuals.
2 Months In Advance
Design a floor plan.
Establish a layout for the workplace's common areas, employee workstations, and other essentials. Determine the proximity of power outlets and network connections to help place your technological devices.
Begin by packing the nonessential office items. Get it done now so you can focus on more important things, like packing what you need.
1 Month In Advance
Task each employee to pack up their own desk.
Even though you might be hiring a moving company to handle the bulk of the work, having everyone in charge of their own desk space will be very helpful. Tell your staff when they need to have their desks packed up, and try to get them to do a little at a time so that no one is rushing to get everything done at the last minute. You may only need to give your team a few hours off the day before the move so they can clean up their desks. It’s a good idea to have them bring personal items home.
Review move day plan with workers.
Make a moving schedule for the time remaining, so all workers, managers, and stakeholders in your company know what will happen and when. Distribute your plan to the relevant parties.
Ask workers if they have any questions. It's essential to ensure that everyone is on the same page.
1 Week In Advance
Connect with movers and complete last-minute to-do items.
Your moving day is almost here! Touch base with your moving company to confirm the times and details about your moving day. If you have a last-minute list, start ticking items off the list.
Manage your IT.
Disconnecting and re-connecting your technology is one of the most challenging aspects of moving to a new office space. This is a big project you can not give to the movers, so your team needs to get started on it immediately. Plan how you will dispose of any equipment you are getting rid of, such as through recycling or donation. Instead of throwing away outdated equipment, consider recycling it. For information on where to recycle it properly, consult the EPA's resources.
Meet the movers at the old office.
Ensure someone from your office is present so they can let the movers in and be available to answer questions. Additionally, someone should be present to supervise the move and clear a path for the movers if necessary. This includes notifying the movers of the items that should be loaded first and last, pointing out any fragile boxes, and specifying the furniture pieces that require disassembling.
Finalize your office walkthrough.
Check to ensure nothing is left behind and record any damage to the property. Turn in all keys and parking passes as arranged with the property owner or manager.
Schedule a Commercial Moving Company
Schedule your commercial relocation with a moving company you can trust. Contact us today to schedule a free consultation to discuss your move.