Any move comes with its share of stress, but moving an entire office can at first seem overwhelming. Everything from the need to downsize or increase your space or the end of a lease in your current space can force you into moving. Without a plan, things can quickly go from bad to worse.
Easily Move With A Plan In Place
With a proper plan in place, you can take much of the pain out of an office move, getting you and your staff back to work in a timely manner and allowing you to return to full production quickly. Taking a little time to plan for the moving day will help the entire experience move smoothly and minimize any potential surprises.
Six Months out
Take this time to go over the entirety of your business and office space. The reason you do this so far from move day is to give yourself as well as your employees time to assess the space the office will need to move into. This time can also be used to determine what – if any – furnishing or equipment will not be making the move to the new location. These items can start being moved into storage, sold, or discarded.
Inform your staff to begin planning for the move. Allow them plenty of time to prepare for the upcoming changes. In addition – depending on the distance of your move – it’s good to warn your employees in advance if they wish to seek out new employment due to distance issues.
Research Moving Companies
Begin researching moving companies for your move, call for estimates and get them in writing. Research each of the companies, and look at their reviews to be sure they are good choices. Take your time and pick a licensed and insured moving company that fits your needs.
Three Months Out
Make To-do Lists
With this step, you will begin to lay out the path to moving day. With a month by month to-do list from three months out until moving day, you can keep yourself on track of any and all tasks that will need to be done before the move. Your 1-month to-do list should be broken down by weeks, as well as a plan of what needs to be done on moving day.
Hire Your Moving Company
With your research into movers done, it’s time to look at the top moving companies and pick the one whose estimate best suits your moving plan. Book the move day and ensure that the price you pay is the price you were quoted by the written estimate. If possible, it is a good idea to book your move for a Friday. This allows your employees to get their offices set up and go home for the weekend, knowing they will return on Monday to start work in the comfort of a fresh new office.
Inform Your Vendors
Three months out is when you need to begin reaching out to each of your vendors. Update them with your new address changes as well as inform them of any expected down time that will occur during the move.
Begin changing over your addresses for shipping and billing as well reach out to your internet provider. Changing over internet and telephone services can sometimes take considerable time, so it’s a good idea to make these arrangements well in advance.
One Month Out
Set aside a few days to make your way through the offices and clean house. Now is the time to clear out anything that you do not want or need to take to the new location. Better to toss it in advance then to pay to pack and ship it! Shred any old files and toss out and clean house with the perspective that if it is not needed or will not be used at the new location it needs to go.
The week of the move is the time to pack up everything that is not a daily essential. The last half of your work day leading up to moving day should be set aside to finish packing up all work areas for when the movers arrive first thing in the morning.
With your new location determined and your moving day confirmed, it is time to inform your customers of your move. Post notices on your websites and send out emails bringing your customer base up to speed. If you have an e-business, be sure to post notifications if there will be any delays in shipping or customer service issues during the move. The more you do to keep your customers in touch with you and up to date the more they will appreciate it.
Turning Your Plan Into Action
There you have it, a solid plan to get you started on moving your office quickly and smoothly! With a moving plan in place and a solid team behind you, you’re move will be over before you know it. If you’d like a reliable and efficient moving company to help you plan and make your move, contact On the Go Moving to being your moving process.