The Ultimate Office Moving Checklist
Staying organized is the key to a successful office move, because business saves time. And despite the amount of time necessary to organize an office move, we know it's not the only project you need to manage. While seasoned office managers are adept at multitasking, a comprehensive checklist is necessary to maintain your move, in addition to your team, on track.
We have created the ultimate office moving checklist to help you remember every major step -- and to have fun along the way. This checklist covers all you need to do so you can dive right in and begin.
Keep reading for a detailed explanation of each point, or download your printable checklist now.
1: Create a shared moving folder
Here is the very first step you want to take to get, and stay, organized. Quotes, spreadsheets and other files will accumulate quickly. If you do not have a place to file them, you might end up doing double the work. Keeping your files accessible in one convenient location will permit you to streamline communication and easily update your progress.
Use folders and subfolders to store:
2: Notify your workers
We recommend involving your employees in the relocation process from the beginning. Avoid notifying your staff by email. Email is much better suited to less formal communication. Rather, hold a face-to-face meeting where you are able to talk about the upcoming relocation and provide your staff with personally addressed letters documenting the news.
3: Evaluate your office inventory
Take stock of all your office contents including furniture, equipment, and furnishings. Then determine a suitable strategy for each based on their usefulness and how suitable they are for your space. Choose what you'll move, sell, donate or shop. Knowing this ahead of time means that you may get a more accurate quote.
4: Conduct facility walk-throughs with possible movers
A walk-through your present office will allow movers to estimate firsthand the amount of trucks, movers and supplies needed for the job. They can also advise you on appropriate arrangements for specialty items like artwork, oversized and extra heavy items to give you the most accurate quote.
A walk-through your new office with a floor plan will provide your mover's the best understanding of what's expected of them on moving day -- allowing them to provide you with an accurate quote.
5.Before deciding on which moving company to hire, you will want to have at least three estimates -- including references.
Insider tip: ask for references or case studies that highlight moving jobs similar to yours.
Here are a few more things to look for when finding the right business movers:
6.Standing: how long has the company been in business and what is their reputation -- go past the testimonials they provide on their website to read firsthand reviewers on Google and other review sites
Responsiveness: are they professional and fast in responding to your initial request? If not, it is time to proceed.
Comprehensive quotes: quotes should include the number of trucks, movers, boxes, and a timeframe to your move
Professional memberships such as BBB, CAM
7: Notify clients & business partners
When it comes to communicating a change of address for your company, clarity and time are critical. We recommend sending your relocation note to customers a minimum of 3 weeks before your expected move-in date. More tips for issuing a business relocation notice are available here.
Beyond the necessities of packing and moving day processes, think about how you can create moving fun for people. Ideas include a farewell lunch, a week of welcome activities, and a party to celebrate the new space. You might even wish to host a special event for customers or business partners on your new space.
9: Verify details with your movers a few days before moving day
At Office Move Guru, our proprietary Move Web system allows you to view details and track the status of your transfer by logging in with your specific credentials. We also assign a coordinator to every move so you can have direct, one-to-one contact to deal with any questions or last minute requests.
10: Book elevators and secure parking permits
Office building background with moving checklist text tip overlay
12: Review safety procedures with staff
Review company procedures for health and safety as it relates to moving. Answer questions and set safety expectations. You might want to offer a demonstration on how to properly lift and move objects. This is especially helpful for people whose jobs don't normally involve such physical activities. Ensure the right tools--such as stepladders, gloves with grips, safety glasses and hard hats--are available as required. To prevent tripping hazards, designate certain areas for garbage, donations, and ready-to-move items so bags and boxes aren't strewn along hallways or blocking doorways.
Instruct your employees on the best way to pack and label their office and desk contents. Professional office movers can provide you with a number of tools and tutorials so you can package your office efficiently and effectively. Don't forget to empty the refrigerator!
14: Decommission your office
When you vacate a rented or leased office space, you are responsible for returning it to its original condition in accordance with your lease agreement or rental contract. Otherwise, your property management company might charge additional fees. This may include professional cleaning and minor repairs in addition to removing all your gear and furniture.
15.Disconnect technical equipment and label cables as you go. Your office movers can provide further instruction on how to correctly disconnect and transport your technician.
16: Cancel or transfer solutions
Cancel or transfer any separate cleaning services, coupons or deliveries.
17: Collect & cancel all employee passes/keys/building accessibility
19: Schedule setup for your new office
Schedule setup to your new office including office furniture assembly and specialized equipment installation.
20: Update your Company address and contact details
This includes updating your site, online profiles, business cards, and stationery in addition to calling service suppliers and business partners.
Some motions are easier than others. But remember, you're the one in charge of making sure it all goes well. Our best advice would be to use this checklist to remain on track, and employ the very best moving support you may find.