Moving can be stressful, unless you plan accordingly with a little help from the pros! Let us here at Minor Moving ease you through your office transition with our tips and tricks for a smooth move.
2-4 Months Before Move:
If you start planning a move at least 2 months in advance you can cut down on the “last minute” panic of the unprepared. Establish a “master checklist” of things that must get taken care of before the move and arrange the items by “due-date.” At this point, you should be:
- notifying employees about the move
- finalizing a date with co-workers and a reputable moving company
- discussing repairs to current office space
- discussing repairs to future office space
- designing a paint and furniture scheme for the new space
1 Month Before Move
Now that the actual move date is getting closer, you should shift your focus toward physical preparation for the move. This includes:
- finalizing a design scheme for new office
- assigning quarters in new office
- getting rid of your accumulated “junk”
- sending “change of address” forms to vendors and suppliers
- updating your website to reflect address change
- insuring and equipping your new office space
- arranging Internet and telecommunications service for your new space
- updating financial records
- ordering new checks
- ordering new business cards
1 Week Before Move:
If you have followed your checklist, you should have little more to do besides pack. All the same, because you will be tearing up your space, make sure not to schedule any important meetings or hiring’s during this period. In addition to making sure that you have gotten everything mentioned taken care of, you will also need to pack. Packing is one of the most important steps of your move, so follow this list to ensure that your belongings are secure, safe, and ready to be transported to the new office space by moving day.
Computers:
- back up all computers
- shut down
- remove cables and plugs, coiling neatly together (ask your movers if they provide computer bags)
- label your hard drive, printer, monitor, computer bag, and any other computer-related items with moving labels denoting where they are to end up
Desks:
- empty all drawers and cabinets—as they may be up-ended for the move
- clearly label the destination of each desk (and its parts) for easy moving
Filing/Storage Cabinets:
- check with your mover as to what their policy with filing cabinets are. Many require the cabinets to be empty if there are stairs, or if they are made of a certain material.
Floor Plan:
- draw out office plan, and label each office/zone with an easy code (example A, B, C, D or 1,2,3,4 etc.)
- use this floor plan to clearly label each item to be moved—the clearer your moving labels are, the less work you will have to do relocating things that have been misplaced.
Labeling:
- the moving labels most often determine where an item is to be placed, so make sure everyone is clear on the codes for their spaces
- remember, if an item is dismantled, each part must be labeled
- do not forget to label the mundane items like waste-paper baskets, chairs, and carpet protectors
And don't forget to:
- empty, defrost, and clean refrigerator
- clean all office dishes before packing
- back up computers
- collect old keys from employees
In addition to preparing your old office for the move, you should do the following with your new space:
- distribute keys and security codes for new building
- inspect any work you have had done and make sure everything is correct
- map out location clearly
- notify landlord or building manager of your move-in date and time
The Big Day (and Beyond):
Its finally here—and you shouldn’t have much to do. This day primarily belongs to the moving company. If you have a few employees schedule to help out with the move, make sure that they don’t go where they are not supposed to—and slow down the move (or, worse, get hurt).
To ensure that the process goes smoothly, make a few small gestures—they will go a long way. Set out a “Welcome” breakfast buffet for everyone involved, or get pizza for lunch to keep energy and morale up.
Once you move in, consider having a small celebration the first morning everything is set up—either a breakfast or a gathering to celebrate a job well done—because you deserve it!
