Planning your Office Move? Follow our Ultimate Checklist for Success

Relocating your workspace can seem daunting, packed with complexities that require attention to every minute detail. As an entrepreneur or business manager, achieving a smooth transition is critical to remain productive and maintain employee morale. 

Here’s where we, your trusted local office movers, come into play. We have created an ultimate checklist for success in office relocation. Planning your office move doesn’t need to be a stressful ordeal anymore. Follow our comprehensive guide, curated from our experience as professional local office movers, and transform this seemingly monumental task into a structured, manageable process. 

Buckle up to dive deep into orderly and successful office relocations!

Step by Step Checklist for Office Moves

Just as a family may outgrow their home, a business can also outgrow its office. Moving offices is a big deal for your employees. According to research, businesses move on average seven times a year, either because of business growth or company relocation.

Many businesses have changed their working environments to comply with the social distancing requirements.

As your organization grows and evolves, you will reach a point where your current office can only accommodate some of the staff and technology your company needs. You’ll face a difficult but necessary task when that time comes: change. Change can be valuable, but many business leaders and employees need help managing it.

Our ultimate guide to office relocation will help you run your move smoothly, minimize the negative effects of change, and present your move as an exciting, positive development for your company and staff.

This step-by-step guide will help you plan and prepare for your office move.

Step 1: Consider Your Office Move Needs

Evaluating your company’s needs before committing to a big move is crucial. Moving office locations can be done for many reasons. Identifying the reasons early will help you form a strategic and carefully considered moving process.

A new office can improve your company’s productivity and morale and attract new talent. Many businesses choose to relocate their office for a variety of reasons.

  • Business Growth: It’s crucial to plan your expansions as your business grows. Moving can allow you to customize your office practically and be compatible with your values. Modern businesses looking for the ideal office to grow in should consider Adding more workstations or open, collaborative spaces or increasing accessibility to meeting rooms.
  • Attracting Customers: Your office is your company’s “shop window” and should reflect what your organization stands for. It is important to have an office you are proud of and can invite your clients into. It is important to consider the impact your office space can have on your employees.
  • Productivity can be improved: Consider the productivity of employees when choosing an office location. Consider the well-being of your staff when choosing an office location. Is there a nearby gym? There are many green spaces nearby. There are nearby places where employees can buy snacks or lunch. Even small considerations like natural lighting and an open-plan design can greatly impact your staff’s morale and productivity. Relocating a business and moving to a modern environment will improve connectivity and motivate your teams. It can also develop employee engagement.
  • Talent Attraction: Your office relocation may not only help you attract new business but also help you develop your organization’s future leaders. It may be easier for candidates to imagine their future in your organization if your office is easy to reach, located in a bad or rural area. Your office should be a hub that is easily accessible for your next generation of talented employees. This will help you attract the best people to join your organization.

Step 2. Plan Your Move

Follow these tips when creating a plan for relocating your office:

  • Plan your office relocation and include deadlines for installing new systems and technology.
  • Ensure you know your new location’s IT capabilities, utilities, and facilities.
  • Plan your office and consider the changes needed to workstations and IT infrastructure.
  • Consider how your office move will impact any projects you currently work on.

Step 3: Plan Your Budget and Identify Costs

It can be expensive to move offices. Downtime can cause you a lot of money. Before deciding on a budget, it’s crucial to determine all the costs associated with your office relocation. Your office relocation project manager will be able to determine what budget level is reasonable and achievable.

We’ve compiled a list to help you start researching moving costs and any hidden fees that may be involved.

  • Rent (including rent reviews, VAT, and other charges)
  • Deposits and dilapidation charges
  • Contract Break Fees
  • Administrative/agency fees
  • The Security of Your Own Home
  • Removal company/relocation suppliers
  • Storage charges
  • Insurance
  • Service Charges
  • Refurbishment/interior design fees
  • Utilities
  • Charges for connectivity and communications providers
  • Post redirection

Step 4: Create a Project Checklist

You’ll want to have a plan for your office relocation so you remember all the important details.

A poorly handled office move can lead to various problems and negatively impact your bottom line. Stepping back to plan and strategize your major business move can help you avoid staff frustrations and missed invoices.

After establishing a budget and estimating office removals costs, you must create a project checklist with clear goals and objectives. This can be followed easily by your team. Include measurable objectives regarding timeframes and minimizing downtime in your comprehensive task list.

Ensuring your team can move with little disruption and downtime is important when planning your upcoming office move.

Checklist of Dos and Don’ts:

Do:

  • Nominate your office relocation manager: It is important to designate a person to oversee your office relocation. Your manager will also need to delegate tasks to someone. However, for your office relocation, you’ll need a single person to be in charge of budgeting, planning, and answering any questions regarding the move.
  • Plan ahead of time: Planning your office relocation should begin 3-6 months before the deadline. You should allow plenty of time to plan, budget, research, assign tasks, and ensure all logistics are feasible within the timeframe.
  • Prioritize your work (not just with the senior leadership team): Be sure to know what you want from your new office. Your focus might be reducing rental costs, while your employees may need better parking and a safer environment for late-night departures. You can get more employee involvement and engagement by conducting a survey.
  • Outline your budget criteria: It should be easy to determine your budget once you know how much everything will cost. Always overestimate your budget to allow some wiggle room if things cost more than expected.
  • Stick to a realistic schedule: Set up a timeline that clearly outlines deadlines and assigns specific tasks to your team members. Avoid missing deadlines. The more tasks you can complete early on your checklist, the less stressful the moving day and the weeks leading up to it will be.

Don’t:

  • Do not try to do the move yourself: Share the burden. Cutting costs by hiring an office removal service or managing the project independently may be tempting. Remember to consider the scope of an office relocation project. Hire a reputable removal company and delegate the heavy lifting to them.
  • Don’t underestimate your budget: It would help if you didn’t think you could cut corners regarding moving your office. It’s a costly move. Accept this and give yourself some leeway to cover any unexpected costs. Treat your team with a special treat if they don’t.
  • Do not leave everything until the last moment: It is not wise to put off your relocation. Moving house is a stressful event. Moving offices is also a stressful event. But if you follow your schedule and don’t add in the logistics at last, your day goes more smoothly than you expected.
  • Do not exclude your employees or customers: Your staff’s morale can be greatly impacted by sharing your plans with them and showing them how they can help. It is important to get your staff on board for the move. This will help you achieve mass buy-in. In the same vein, letting your customers know early about the move can help you build stronger customer relationships in the future.
  • Do not forget the finer points: To ensure you’ve thought of everything, it is important to brainstorm with the team. Make a list, for example, of all the supplies that you will need.
    • Storage boxes of varying sizes
    • Bubble wrap and packaging papers
    • A packing table / dedicated packing desk
    • Permanent markers and labels
    • Air-filled padding

Your Ultimate Office Move Checklist

Stage 1: Lay the foundations
  • Nominate your project manager for office relocation and the project team
  • Check your lease to determine any early termination fees.
  • Conduct necessary staff surveys and set your criteria
  • Set your budget after researching costs
  • Establish your office move deadline
  • Find out about office removal companies, office moving insurance, and costs.
  • Search online for the office space that best suits your needs
  • Plan your timeline and document it
  • Complete the necessary paperwork, shortlist, and discuss your new office.
Stage 2: Communicate
  • Make sure your client list is up-to-date
  • List all content that needs to be updated online and off and send it directly to the correct address.
  • Notify your post office about a change of address
  • Update all contracts and documents with the new address.
  • Update all your online and social media accounts (including Google Business, etc.). Update your social media and online accounts (including Google Business etc.) with the new address
  • Update the list of stakeholders and partners to reflect any address changes.
  • Update addresses on stationery, branding, and other materials by conducting an audit
  • Update all subscriptions and review them
  • Your staff should be informed of your plans (and how/if they can get involved).
  • Notify the current building manager/landlord
  • Date in the calendar for the staff to update their email signatures
  • Choose your office removals company
  • Discuss IT equipment and systems with your IT department to plan your office move.
  • Send notices of change of address to clients, partners, industry groups, media publications, and magazines of which you’re a subscriber or member.
  • Discuss internet connectivity needs with your internet service provider and inform them of any office relocation.
  • Notify your telecom provider about your office relocation and make any necessary changes to your phone system, phone numbers, or cabling requirements.
Stage 3: Prepare your logistics
  • Audit your office furniture to identify what you need and where it is.
  • Plan out the layout of your new office with detailed dimensions and floor plans
  • Plan your new office space according to the number of desks and space available.
  • In the new office layout, identify meeting rooms and communal areas.
  • Organize any temporary external storage if required
  • Plan the stationery and equipment you will need for your new office
  • Establish the security requirements for your new office
  • Cleaning services can be hired for the old space’s check-out and the regular cleaning in the new office.
  • Book loading bays and parking spaces for your moving day
  • Complete all contract paperwork
  • Discuss and arrange new IT equipment in the new offices and meeting rooms.
  • Check-in with your internet/telecom provider and any other providers you may need to ensure the big day goes smoothly.

Step 5: Prepare Your Office Equipment Before Moving Offices

What are your plans for the physical hardware you will be moving to a new location? You can move your desk phones to the new office if you are moving to cloud communication or already have one. Consider upgrading your business communication system or if it is worth taking with you.

When preparing office equipment for your move, keep these points in mind:

  • List all IT and telecom assets you will bring to your new office.
  • Check to see if your IT infrastructure will be compatible with your assets.
  • Switching to the cloud could be a good way to improve certain aspects of your communications strategy.
  • If you plan to upgrade or acquire new IT/Telecoms equipment, determine if they can be completed simultaneously.

Step 6: Address Your Telecommunications System

As we have already mentioned, your telecoms hardware is only one of the components to consider when moving your office. Other aspects of your business communication strategy will also be important to consider.

Check out this checklist for moving your telecommunications office:

  • What do you need to change about voice data? Will you embrace cloud-based solutions and new technologies?
  • Decide how many lines you need, and let your telecom provider know if you plan to remain with them.
  • Decide how you will use your existing numbers. Keep them the same if your customers are already familiar with them.
  • Upgrades may be available to you as part of the move. Is there a need for additional bandwidth to enable new communication options?
  • Back up any voice or communications data you will be taking with you. Cloud storage allows you to get back on track quickly.

Step 7: Manage Your Security When Moving Offices

Remember not to overlook administrative details when moving your office. This is a great time to review your network security.

Remember these things when managing network security before an office move.

  • Make an inventory of your assets and resources, and create a plan to protect your data in transit.
  • List the employees with their network rights.
  • Before moving offices, update and detail your security policies.
  • Examine contracts with security vendors and the security options available through your telecommunications providers.

Conclusion

Relocating an office is a significant undertaking that requires meticulous planning, consideration of multiple factors, and careful execution. Whether it’s about ensuring your new location aligns with your business growth, boosting productivity, or attracting top talent, every step has its challenges. Each move aspect must be handled precisely, from telecommunications to security, to ensure a seamless transition. By following a comprehensive checklist, businesses can navigate the intricacies of office relocation and lay the foundation for a promising future.

If you’re in Bradenton and planning an office move soon, don’t embark on this journey alone. Get the experts on board! Choose the Flat Fee Movers Bradenton, the most trusted moving company in Bradenton, and ensure your office relocation is a resounding success.

Entrust your office move with Flat Fee Movers Bradenton and experience a hassle-free transition. The best moving company in Bradenton now offers exclusive discounts for office relocations. Reach out to us now, and let’s make your office move a breeze!

Abraham Berger

Abraham Berger is a distinguished writer specializing in moving articles, bringing his passion for relocation and expertise in the moving industry to help readers embark on seamless and stress-free moving journeys. With an innate ability to combine personal experiences with extensive research, Abraham's articles resonate with readers as he offers valuable insights, tips, and strategies for a successful move.