Moving an entire office is daunting and challenging, irrespective of its size. It is more complex than a residential move. Businesses move their offices to a new space for enhanced growth, improved location, increased productivity, better market reach, or changing needs. Business owners can lose a significant amount of money due to an improperly planned move. The best way to minimize the stress and disruption associated with an office move is to plan correctly.
Moving an office includes relocating the computers, fixtures, equipment, furniture, machines, electronics, and other things, along with the employees. Preparing a task list will keep the process organized, smooth, and on time. Use this essential and handy checklist to get started:
Four to six months before the move
Evaluate the existing lease to figure out if you are breaking it early.
Check all the clauses to ensure nothing is amiss. Make a list of all the damages and repairs to undertake before the moving day.
It is best to contact commercial moving companies well in advance for a seamless moving process. Get quotes from at least three moving companies to compare the rates.
Set a moving budget to avoid overspending. Create a planning team or moving coordinators to coordinate the process from start to finish.
Research about the moving insurance requirements.
Decide and finalize the new office space according to the business needs.
Create a detailed floor plan and plan the layout.
Two months before the move
Finalize a moving date.
Set a meeting with the moving team to delegate responsibilities, including packing, utility transfers, installations, and other tasks well ahead of time.
Notify the current landlord and other internal stakeholders about the moving date and the new office address.
Notify all the people, including clients, partners, banks, vendors, contractors, suppliers, internet companies, and other service providers, who will be affected by the move about the new address and contact information.
Arrange for utility transfers and plan for their installation.
Install alarms and security systems.
A month before the move
Prepare an inventory of the office supplies, furniture, and equipment
Gather moving supplies and order new stationery
Inform employees about their designated places
Procure licenses, permits, and book elevators for the moving day
Place orders for required storage and furniture
Send employees detailed plan with their assigned numbers and color codes
Update company information on different portals and websites
Arrange for cleaning service for new and old office location
Ensure the new moving location will be ready by the moving day
Moving week
Declutter the current office
Talk to different service providers to confirm everything, like internet and phone installation and IT set up is in place.
Sit with the moving team to finalize everything and review the schedule.
Distribute keys and keycards
Ask employees to pack their belongings.
Call the different services booked for the moving day.
Call removalists
Begin packing and disconnect all appliances and devices
Ensure proper security measures in the new building
Appropriately label all boxes.
Backup essential documents
On your moving day
Ensure the moving coordinators are on-time and present on the site to supervise the move
Provide the moving company with all the required information
Give instructions about placing things
Test everything to ensure all is working in the new office
Designate employees for unpacking and take stock of supply cabinets
Please feel free to contact a commercial moving company for any questions or assistance for a successful office move.
Aardvark Movers Inc. is a reputed moving company in Phoenix, Arizona, with experienced and skilled movers to assist with residential moving and commercial moving. We serve Phoenix, Scottsdale, Chandler, Tempe, Mesa, Gilbert, Glendale, Cave Creek, Carefree, Surprise, Sun City, Paradise Valley, Apache Junction, Maricopa County, and all of Arizona. 602-716-5555.
