Office Moving Checklist

Check Your Current Lease

You should make sure to read the fine print of your present contract before you have your heart fixed on an office transfer. If you move early and breach the contract, will you be financially liable? What’s the penalty, if so? Are you going to be liable for any harm done in the move?
For a good and strategic office transfer, having a strong idea of what is in the existing lease is paramount.

Create A Traveling Budget

When your current lease specifics are known, registered, and shared with your staff, it is time to decide the budget of your company for this transfer. The whole thing is simplified by pointing out all your moving expenditures. This is vital because it would allow you, and your whole staff, to eliminate the risk of overspending by getting a moving budget in place.

Getting a budget generated and shared with the whole team would help you, both from an internal and financial viewpoint, to appreciate the magnitude of the upcoming move.

Appointing The Right Team For Moving

When you have specifically defined your budget, it’s time to consider who’s going to help the team with the big step. Although you might appoint your workers to manage the transfer internally, that may not be realistic for your business. If the staff insists on organising and making things ready for the day to travel, any of their major office responsibilities are likely to slip through the cracks. We advocate using a moving business for that purpose.

Signing for the first movers you find is never a smart decision. You can consult with several moving firms to ensure that the lowest price point provides you with the most valuable facilities.

It is wise to negotiate various insurance and protections when talking to prospective movers. They’ll be transporting vehicles and products that are important to your company’s future, so it might be worth getting additional insurance. You wouldn’t want to be on the hook financially if anything were unintentionally broken or destroyed in the transition, and you wouldn’t want to slow down the progress of your team in the new room, either.

Buying extra moving insurance isn’t often mandatory, but it can definitely be addressed with the movers. Do that if the budget pays for the additional insurance.

Conversation With The New Landlord

You can consult with your current landlord after you have finalised the new place you will be moving into. This is not only an opportunity for you to have some face time with someone who would be key to the progress of your organisation in its new venue, but it is also an opportunity for you to learn about all the building’s laws, regulations , and procedures.

Of course, this is something that you’ll want to share with all of your colleagues, because everybody has a firm grasp of the policies of the new venue. You can also finalise the transfer date and make sure it is marked on their schedules by the whole team.

Delegate Tasks

Delegate unique tasks to the moving squad instead of letting it all land on your shoulders. It means that everyone is contributing and that no one person is overworked and trapped juggling the whole operation.

Establish A Floor Plan For Your New Office.

This move is always skipped, but we still find it to be very useful. Create a comprehensive floor map of your current office configuration before you determine what you’ll be taking with you to your new room. You will start visualising what needs to be moved to the new room and what can either be left in your current office or disposed of by making every aspect in your workspace drawn out and numbered.

Build The Latest Office Room Floor Plan

Working off the floor plan of your current office, build a floor plan for your new workspace. Input into the current floor plan everything you plan to retain from your old office. This will make it easier for you to ensure that anything that is being transported is required and will have a working location. It will also give you the ability to see plainly what, if any, extra things you’ll need.

Decide Which Office Furniture Is To Be Relocated And What Remains

You should schedule an internal meeting with your staff to decide all that will come with you and what will be disposed of, with all floor plans planned out. Not only is this important from the point of view of keeping others updated, but it also offers staff an opportunity to illustrate something you might have missed. Everyone has different interests and stuff on their plates, so it’s possible that the team would shed a light on something you didn’t even think.

It will only make the company better internally by having everyone on the team to input their specific viewpoints, and everyone will feel respected, relevant, and listened to.

The Process For Packing

Packing is likely to be the most complex aspect of any transfer to the workplace. It takes a long time and can wear anyone out quickly. Because of this, in order not to get distracted, we advocate beginning to pack a little bit at a time.

Load Up On Supplies For Packaging

You should make sure you’re thoroughly stocked with all the packaging supplies you’ll need before you start physically packaging everything. Nothing slows down the pace of going to the hardware store, like needing to stop. Be sure you are easily accessible with an abundance of various sized moving boxes, packing tape, and marking products.

With Plenty Of Time To Spare, Starting The Packing Process

If you’ve waited until a week before your transfer to start packing up your current office, you’ve set yourself up for a rough path, along with your whole squad. Far ahead of your moving date, you can begin packing.

Of course, inside the workplace, there are certain items that require routine everyday usage that can not be boxed away weeks in advance, but anything that would not be specifically requested until the staff is moved into their new room can be backed up in advance.

By doing this, at the last minute, the squad will not have to rush around manically, making sure anything is packed up. Preparing the staff and making them pack up slowly makes everyone less anxious and means that it is completed quickly. Every day, doing a little is infinitely better than leaving it all until the last minute.

Be Sure You Mark Anything Absolutely

You may think you’ll be able to remember what’s in and box you’ve packed, but all the moving boxes start looking the same until they’re all put in and taken out of the moving truck. Make sure to clearly label each box if you want your unpacking process to be as seamless and efficient as possible.

Build A Comprehensive List Of All Items That Will Come To The New Location

Keep an itemised list of everything being put in boxes as you pack. This may sound boring, but when it is time to unpack, it is a big help.

Knowing what’s put in which package would make a breeze for the unpacking process. If it has been lost or overlooked, making this document would also help you find it. When the moving firm is packing their vehicle with your boxes, maintaining a list of precisely what is in every package is one of the easiest ways to stay prepared.

Communicate Effectively

You know the value of continuous contact with your team as the leader of every company. Communication is often necessary, but particularly so when dealing with any internal shakeup such as a relocation from an office.

Make Sure You Don’t Abandon The Team As Expected In The Dark.

You ought to make sure that the future moving phase recognises each and every member of the team. It is important that everyone is on the same page as the whole moving process, whether it is by having team meetings or communicating personally with each employee.

Constantly see if anyone need help in the course of travelling. There’s a lot you have on your mind, but so do your workers. As the boss, you can constantly check in with everyone. In honesty, give whatever support you can. This will help to improve inner morale and ensure a seamless transition into your new room.

Technology

In the 21st century , technology is not optional; it is essential for the survival of every company. You would need to ensure that all infrastructure is smoothly moved to your new position to produce a smooth transition.

Make sure your room has phones and internet configuration until the day moves.