Moving workplaces without disrupting employees’ workflow is more than challenging. However, planning and coordinating every task well in advance can help ensure the move goes smoothly and without significant disturbances.
Luckily, we’ve made a checklist to help you navigate a commercial move like a pro:
Plan the move
This isn’t an exhaustive list, but it’s a great place to start:
- Review your lease: Before you vacate the existing office space, you should have a detailed plan for settling any dues. Review the lease, deposit terms, and conditions. Read up on the repair and maintenance clauses to ensure you leave the space with all the decided upon fixtures in place.
- Assemble a team for planning the move: This team’s purpose is to ensure a smooth move. It will be responsible for delegating tasks and keeping up with the schedule.
- Make a budget: A budget will ensure accident-free moving. Search for moving companies, get quotes, and shortlist moving companies.
- Get insurance: Find out what equipment you should get insured to safeguard yourself against unforeseen losses.
Moving hundreds of people isn’t easy. You’ll have to ensure that you’re as transparent as you can be, and that the dozens of internal and external stakeholders you are answerable to are kept in the loop.
As soon as you’ve finalized the moving date, you need to get in touch with the property owner. Inform them about the move and when you plan on leaving the space.
Employees also need to be notified of the move. Inform them of their responsibilities beforehand so they’re ready and can deliver on any tasks accordingly before and during the move.
Externally, you will be responsible for connecting with clients and vendors. They have to be given the new address and moving date. You’ll need a detailed plan for setting up essential services in the new space—internet and phone installation, etc.
Lastly, finalize your booking with your moving company. Get them involved in the process. They can help you plan the move, and will suggest the best ways to move furniture, equipment, etc.
Take all the items you need
Conduct an audit to determine what furniture or equipment you might require. You might also need to upgrade your insurance policy coverage. Make arrangements well before time so everything arrives by moving day.
Moving tech equipment can be tricky. Ensure it’s moved and installed beforehand and conduct test runs before the first day of operations.
Offices involve more possessions being moved than with a house. Packing equipment, furniture, and accessories will take a while, so it’s best not to delay too much.
Ask employees to pack their personal belongings. All technical equipment can be handled and packed by the IT department. Make sure to label boxes correctly, so you don’t end up putting things in the wrong places. Mishaps will only waste time.
Also, keep safeguards in place (moving blankets) to avoid damage to accessories and technical equipment.
For moving day, have a checklist handy, and let your movers take care of the rest.
Moving can be beyond cumbersome if you don’t have the right help. We, at ACME Moving Labor, have helped several businesses move safely. Get in touch with us to explore our moving labor services in Kent WA and how we can assist you.