Let’s explore some of the dos and don’ts for moving offices. It’s tempting to just look at the calendar and set a date for the move. However, there is a great deal of preparation to be made. Furthermore, going about it the wrong way could bring on a host of pitfalls that will make the transfer to your new workspace very unpleasant.
Follow these steps to make sure your company has a smooth transition.
Hire a Commercial Moving Company
This is the first job you should tackle. Interview the movers, review prices and ask questions about what’s included in their services. And be sure to hire a commercial mover experienced in office moves— the last thing you want to do is hire someone that doesn’t show up or doesn’t know how to properly move an office.
Every office has items that will no longer be needed in your new office. Start by throwing those things out. Examples? That stale coffee that has been in the cabinet for years, old brochures and other outdated printed information, broken or obsolete office equipment. After this is complete, do a station-to-station inventory of everything, including desks, chairs, computers, and phones. Each employee should have his or her own box to pack small items like papers, folders, pens, etc.
Contact Utilities and Make Alternate Communication Arrangements
Inform your utility companies that you will be moving to a new office. Business operations won’t stop during your move, so you will want your new office to be operational when your employees come to work. Ideally, they will sit down and start working as seamlessly as possible. Most importantly, be sure to let your clients know that you are moving offices. There’s nothing worse than scheduling a meeting and your client showing up at your old office.
Make the Packing Easy
If your moving company provides boxes, allocate them do different areas with tape and other packing essentials. Place boxes that have been packed in common areas and label each box clearly, with the department’s name and the contents of the box. This part makes it a lot easier to figure out what goes where in the new office space. Problems can and will arise if you do not follow this step.
Chances are your tenant representation commercial real estate broker has experienced these issues before with previous clients. Rely on their experience and expertise to anticipate and solve problems.