Managing an office move can seem like a pretty overwhelming prospect, with so many different jobs and tasks to consider. No matter the size of your business, the key to a successful office move is a comprehensive plan. This guide is here to help you plan the perfect office move so that, come moving day, you don’t have any unexpected stresses.
1. Create a Moving Checklist
The very first stage of planning an office move is to simply create a moving checklist. This is nothing formal; it is simply a log of all the considerations and jobs that you will need to complete for the move. This should include any jobs that are related to the move in any way. It is common for this list to evolve over time and build up, so don’t worry about it being too formal.
2. Define Your Dates
Next, you will need to set out the key dates that you are going to be working on. You will need to determine the date that you will be moving out of your existing office space and when you will be moving into the next location. You should note down when you will be receiving the keys for the new property and any other relevant set dates.
3. Create a Timeline
Once you have outlined your key moving dates and all the tasks that you will need to complete, the next step is to create a timeline. You should work backwards from your move-in date to determine when each step needs to be completed. You should be as detailed as possible with this timetable so that all of the important tasks are covered.
It is useful to create this timeline online so that all employees are able to access and understand the moving timeline. You should send this information to all employees (even if some are not directly involved with the move) as it is useful to have everyone on the same page.
4. Set a Budget
The next step is to create a budget for your office move. You will need to consider all the costs associated with the move, including moving and setting up your new office. It is useful to create a small contingency fund to cover any unexpected costs along the way.
5. Plan Your New Office Set-Up
Next, you will need to plan your new office set-up and workplace design. Some companies like to hire specialized interior designers to ensure that they are able to create the most conducive working environment possible. This step will help you to determine which equipment is coming with you on the move, and what is unnecessary.
6. Create a list of Contacts
You should create a list of useful contacts for the moving process. This will include the real estate agent, the landlord, drivers who you will use to transport truck loads, and the office move manager. Having all this information easily accessible to staff during the moving process can prove invaluable in times of crisis.
7. Communicate with Staff
Once you have created a plan for your office move, you will then need to share this plan with staff members. You should explain the reasons why you are moving, where you are moving to, and when. Having everyone up to date on the move will make sure that your workplace is able to work as a team during the office move.