The Ultimate Guide to an Office Move

The Ultimate Guide to an Office Move

Don’t stress about moving your business into a new office. Check out this ultimate guide to make your office move go smoothly.

There are more than 32.5 million businesses in the U.S.

Whether these are large corporations, small businesses, or solo entrepreneurs, millions of these businesses will change and grow from year to year.

With growth, or even scaling down, comes the need for an office move. If you’re planning an office move, there are many steps you can take to make it as easy as possible.

Our ultimate guide to an office move will show you how to prepare, plan, get help and execute a seamless move.

Review Your Old and New Lease

To plan for an office move, your first step is to review your old and new leases.

With your old lease, is there anything you should keep in mind while you’re moving?

Perhaps you paid a deposit that you won’t get back until after the move. If so, be sure to take photos of the space directly after the move so you can show its condition.

If you modified your office when you moved in, you may be responsible for sealing holes or re-painting your walls. 

As you read through your new lease, see if there are any limitations to what you can do to decorate or customize your office. You may wish to put up wall art or install built-in desks and fixtures. Most leases will advise whether or not you can do so.

After you have everything you need from your leases, it’s time to put together an office moving timeline and budget. Your new lease may overlap with your old one, in which case you can start moving a little at a time.

It’s also possible that your old lease has new tenants moving in as soon as you’re out. In this case, you’ll likely need to prepare as much as possible and plan a single move day. 

Create a Budget and Timeline

Your timeline should include the amount of time you’ll need for packing, your exact move date, and the amount of time you’ll need for setting up your new office.

If you’re moving long-distance, your timeline will likely need to start a few months out from your move date.

Your budget should include any amount that you can allocate towards hired help. This may include professional movers, decorators, cleaners, IT support and other services. 

You may also need to budget for an office deposit and additional fees for the first month. Consider the cost to turn on new utilities, secure first month’s rent (if required), and pay for additional building amenities.

After you’ve created your timeline and budget, work through an office inventory. Assess your equipment, furniture, and resources and make a list of what you’re bringing versus what you can sell or donate.

Your new space will likely be different from your current office in both size and features. You may need to replace items, add new items or downsize.

The last step of planning includes creating a checklist and moving plan. This document should include your timeline and a full list of everything you’re bringing.

Hire Moving Help

If it fits in your budget, it’s a great idea to hire moving help. You may need office moving services or other services such as cleaners and interior decorators.

Based on your budget, consider if you’ll need full-service help or hourly assistance. When it comes to movers, a full-service company will come prepared with all moving materials and may also provide cleaning.

As you’re considering your options, get as many quotes as possible. Movers will consider the distance of your move, the number of items you’re moving, and the type of building you’re moving into.

Each company will have its system for pricing the move. If possible, ask companies to visit your current and new office space with you so they can give more accurate estimates.

Manage Your Employees

Even if you hire a moving company, your employees can do their part.

For the most efficient moving day, you should ask your employees to go through their workspace at a minimum.

Ask them to get rid of anything they won’t be bringing to the new office, or take home personal items that aren’t needed for the move.

If you have limited moving help, you may also need to assign your employees with specific tasks.

You can even tap someone as an office relocation manager. For extra pay, they may be willing to communicate with movers and help manage your moving plan.

Communicate With Your New Office Building

A few weeks before your big move day, get in contact with your new office manager or landlord.

Even if you’ve read through the lease and understand the moving requirements listed there, they may have additional instructions and office tips.

Directly after your move, you’ll need parking or transportation instructions, keys for managers or staff, and all utilities set up.

It’s best to start the conversation with your office building early so you aren’t scrambling to get these things in order when everyone is ready to get back to work.

Execute Your Move

On your business moving day, it’s all hands on deck. You may have requested your employees to help or asked them to stay home and out of the way.

Either way, be sure whoever is in charge of the move has all of the necessary documents ready. This includes your moving plan and budget, your leases, and any contracts you’ve signed with hired help.

Throughout the day, you never know when you might need to reference something in one of these documents.

At this point, you should have everything packed and ready to go. If you haven’t done so already, make sure your moving boxes are clearly labeled. This will help greatly when it’s time to unpack and organize your new office.

Lastly, it’s always a good measure to return to your old office and clean. Even if your lease doesn’t require this, it’s helpful for new tenants and ensures you can retrieve anything you might have missed earlier.

Continue Setting up Your Office

After your move day, you may still have several weeks of unpacking and set up.

Now that you’re in the new office, the first thing you need to do is update your address. As a business, this needs to be changed on tax documents, contracts, and all of your mentions online.

A crucial set-up step is making sure your information technology is working properly. At this point, you may need to bring in a technician to install new cables or troubleshoot any problems.

Set Up a Fast and Easy Office Move

An office move is an exciting time that will bring about great change for your business.

It can be overwhelming to manage on your own, but using our step-by-step guide will keep you on track.

If you need a quick, efficient and stress-free move, contact Muscle Man Moving today for a free quote.

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