Moving an office always raises more problems and questions than a regular move from apartment to apartment or house. Although, in some ways, an office move is also similar to moving a family of 100 plus people. Nevertheless, most companies have to deal with office relocation sooner or later due to the increase in their employees or for some other reason.
1. Look For Your Preferred Options In Advance:
Offices are not like apartments in that they require a lot more maintenance and installation work when you move. First of all, we discuss connecting telephone lines, laying cables for the Internet, equipping workplaces, etc. All these works take a lot of time, so find a room in advance, providing a time margin for the necessary repairs to avoid downtime.
2. Get Rid of Excess:
Moving to a different office is an excellent opportunity to start a fresh start. The fewer things you need to move, the cheaper, easier, and faster the move will be. Therefore, immediately get rid of everything unnecessary. Consider purchasing new furniture and office supplies. Perhaps the time for renewal has just come, and moving for this is a great reason.
3. Choose an Office Moving Company Responsibly:
Office moving is not something that can be organized at the last moment and “at random.” Moving a company requires contacting professional moving agencies with experience in providing such services to ensure they do the job correctly. Offices have a lot of additional equipment, specific equipment, and furniture. They are usually much more significant than living quarters, making a more complex move than an apartment.
We recommend that you start choosing a carrier at least two months before the expected date of relocation. It is also advisable to order an appraiser’s service on-site so that you know how long the move will take and calculate an estimate. Professional cargo taxi services assess the amount of work ahead with an accuracy that can surprise the average businessman. The moving company, “All Around Moves,” has solid experience organizing and conducting office moving in new jersey state, which allowed us to find several helpful life hacks that greatly facilitate this process.
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4. Make a Checklist:
A checklist is an excellent way to keep track of all the tasks that you need to do before moving:
- Sign agreements with utilities at a new location. This method can take a long time, so it is better to contact the appropriate authorities in advance.
- Make a schedule for all required restorations in the new office.
- Fix stuff for packing.
In general, moving an organization can become more stressful than moving in person. Physically, you may not be able to control all aspects of a corporate move. You will have to follow specific corporate guidelines. The optimal time that you may need to prepare for the move is about three months. Most of us are simply not familiar with corporate relocation rules, which can lead to stress and a lot of headaches.
5. Preparing for the Office Move:
The most crucial part of an office move is planning it. Organizations exist to make money. If a company does not work but is in a protracted office move, it does not make money. The shorter time it takes to move an office, the more cost-effective it is for the company.
To save time, close with the new premises, you know precisely the offices’ size (for which you need to take measurements). You should note any differences in the shape of the rooms or new furniture. Ideally, you should create an office move plan that reflects workers’ placement, furnishings, office equipment, plants, etc., in the new premises. Ensure everyone gets a copy of this plan, with another copy posted at the new office on the move’s day. Planning the organization of office relocation will save nerves not only for the company’s employees but also for the transport company leaders that will carry out the office relocation.
6. Contact Everyone Affected by the Office Move:
When it comes to corporate relocation, communication is critical. Make sure everyone – employees, movers, landlords – is aware of every detail. The fewer questions that arise directly at the time of the office move, the better. For movers, you should indicate the exact location of each part. If you have many of the same tables assigned to each employee, make sure they are in the correct order. One way to help movers figure out is by using colored stickers. For example, mark all furniture from one floor or office with a specific color and numbering. Drawing is a very effective tool when arranging furniture in office moves. Be careful in this matter.
Moreover, put the stickers in a place where it is easy to read. The simpler and more precise you organize an office move for movers, the faster the office move will occur. After all, time is money. Handlers, it is your accountability to make sure that all employees follow instructions when the office moves. You must ensure that all of your employees receive this manual. If you plan your office-moving correctly, the staff will start regularly working immediately after the move. Employees are directly responsible for packing and unpacking their supplies and following the office move instructions.
7. Items to be Transported During Office Relocation:
Any items from cabinets, bookshelves, tables, walls should be taken out and packed in boxes. It is not necessary to remove the shelves from the cabinets. It is enough to make sure that they are closed with a padlock or securely fastened with packaging.
Personal belongings. Movers are not responsible for employees’ personal belongings such as legal documents, money, pens, photographs, flowers, etc. For the safety of personal belongings, we advise you to transport them personally. If you need a container for this, the moving company can provide it. Pack all content separately, including current work papers, trays for letters, books, and other items. We advise you to put paper clips, pencils, and any loose materials in an envelope and then in a box. You can protect all glass with paper. Things remain in the old premises that you cannot move to the new one with some office moves. They must first be marked with a “Do not transport” sticker to avoid mistakes.
8. Garbage Collection During Office Relocation:
Try to eliminate unnecessary rubbish on the eve of the move instead of carrying it to a new room and getting rid of it in a new place. But be careful not to throw away anything unnecessary.
9. Transportation of Technological Equipment:
Before transporting any technological equipment, make sure that it is safe. You must transport most of these vehicles in a certain way. If you use rental equipment, be sure to inform the owner in advance of the move. Disconnecting and dismantling computers must be done in a certain way. Make sure that the person dealing with the issue is doing everything right. You should remove all ink from copiers before the office move. They may have removable parts that can easily get lost during the move – check if they are securely fastened or put them in a separate box. Remove all merchandise from vending machines, if available, in your office. Empty the dispensers.
10. Finally, a Simple Checklist so you Don’t Miss Anything:
– Empty the table.
– Lock the cupboards.
– Pack fragile items properly.
– Disconnect computers and other equipment.
– Drain the equipment.
– Place the stickers on furniture, including furniture that you do not plan to transport.
– Have a set of spare keys.
Ensure that the new office’s Internet connection is ready for work, faxes and telephones are connected. The sooner you get into normal working mode, the faster you can make money.
– Make sure the electricity is running and there are no outages in the washrooms.
– Don’t forget to use the new address.