Office moves require adequate forethought, whether you’re moving up or down, expanding or shrinking, or simply changing locations. Office relocations also differ from other types of moves, so it’s best to work with office movers in NYC specializing in commercial transportation.
Begin packing up non-essential items and any seasonal belongings early to help save time on moving day. This will also allow your team to clear out and return unwanted items.
Make a Plan
A move can be stressful, even for the most mature businesses. It is essential to have a plan in place to make the process as smooth as possible for everyone involved.
First, create a diagram of the current office space (i.e., an origin map) and label department areas using color code or other indicator. This will make it easier for your team members to identify the boxes they need to pack and to ensure that all of the box contents end up in the proper departments at the new location.
Next, review the existing lease and understand the steps to terminate the contract. It’s also a good idea to bring professional cleaners to scrub the new office before moving in. It will be much easier to deal with cleanup issues before moving large furniture and boxes in than afterward.
Finally, it is important to communicate the plan with your entire team before the move occurs. This will reduce the number of questions that may arise later on. Some key points to address include the new parking situation, changes in day-to-day routines, and the timeframe for receiving things like access cards and fobs. You should also include a list of websites, subscriptions, and mailing listings that must be updated with the new company address.
Packing
Depending on the size of your office, moving to a new location can be a complex process. It involves downsizing and packing everything you own, changing your address everywhere that needs it to be changed, and letting all the vendors that service your old office know about the move (such as landscaping, security, and cleaning companies).
It also involves disconnecting, transferring, and setting up utilities, computers, furniture and technology in your new space. It’s a lot to do in a short amount of time, so adequate forethought and organization are a must.
As you go about packing up your things, it’s a good idea to declutter your desk and work area as much as possible. Many people pile up papers, bills, and letters on their desks – not to mention all those little nicknames they have around their offices. Go through all of these items and set aside what you can shred or recycle and what you need to pack up.
Label all the boxes properly once you have a clear idea of what you must pack up and where it will go. This will help you unpack things faster in your new workspace, as it won’t take long to determine what each box contains. It’s also helpful to unpack the boxes in prioritized order, starting with “must-have” items first and continuing with priority levels 2 through 4. It will help you get your job done more quickly and efficiently.
Moving Day
If you plan on hiring a professional moving company, give your employees deadlines for getting their desks packed up. Having everyone contribute to the move early in the process will make things run much smoother on a moving day. It will also save time and money and reduce the stress on your team members.
1-2 months in advance, order any new furniture and equipment you will need at the new location. This ensures that everything arrives in your new office just before you move and avoids having to pay for shipping twice (once to get the items to you and then again for the shipment to your new address).
On a moving day, have a final donation drop-off of any items your office isn’t using anymore. This will help you save on storage fees in the future and keep your new space as clean as possible.
Before leaving your old office, do a walk-through and survey the space to determine any necessary repairs and maintenance you can address before moving out. This is a good opportunity to review your insurance policies, too.
When the day comes to move, have your team work from home for a few days and only come into the new space for meetings with clients or partners. It’s also a great idea to celebrate your office move with your team during this time by hosting a party or reception at the new location to show your appreciation.
Set Up
When unpacking your office after a move, start with the bigger items. This could be things like the contents of your desk, computer, or furniture. Save things like decorative items and utensils for last. If you have a room plan for your new space, map out the areas where big pieces of equipment go in advance. This will make it much easier to unpack your box and put it where it belongs.
A good idea is to label boxes with their destination and contents before the move. This will help you and the movers keep track of where everything is going. This will save you time and effort in the long run because you’ll be able to find what you need quickly and easily when it is needed.
After the move is complete, it’s a good idea to take a moment to evaluate the process and identify any lessons learned for future moves. You can also schedule a meeting with your team to celebrate the move and set goals for the future. It’s also a great opportunity to thank everyone for their hard work and dedication during the moving process. Another important step after the move is to update your clients, vendors, and other contacts with your new address.
