If you are worried about your upcoming office relocation, this article is for you!.
We walk you through each stage of a seamless move, from preparation and planning to the final unpacking, so you are organised, reduce downtime, and keep your business running smoothly.
Read on to see how you can have a stress-free office relocation.
How to Prepare Before Your Office Move
Getting organised early helps make the process less stressful. Start by identifying everything in your current location.
Create an Inventory
The best way to start your moving plan is with an inventory of everything to be moved.
- Include office furniture, computers, IT equipment, and supplies.
- Put coloured labels on each item to indicate its department or location at the new premises.
- Crates and boxes should be labelled with a number and a description for easy tracking.
You will be certain that everything is accounted for and has a designated space at the new location.
Plan Your New Layout
A plan of your new premises helps you ensure that everything and everybody has a space. Sharing with your removals team helps them unpack in the expected locations.
- Create a floor plan for the new office.
- Start by marking power outlets, light switches, and likely cables for IT equipment
- Identify existing meeting rooms and kitchen/eating areas.
- Ensure you plan space for each member of every department, including workspaces, lockers and storage.
- Add printers, photocopiers and shared shelves
- When everything to be moved is accounted for, share the plan with key staff for review and your office removalists Perth to help them plan unpacking and reassembly of shelves and furniture.
Review Your Lease and Timelines
Timing is crucial to minimise business expenses:
- Make sure you know when your current lease expires
Try to plan your move date so you don’t have to pay rent on two properties - Allow time for your new premises to be cleaned or fitted out for your business needs
- Contact your Perth removalist as early as possible to ensure you move on your desired dates
Office Move Checklist: Stay Organised from Start to Finish
Now you are well prepared. You’ve identified every item in your current office and matched it to the floor plan of your new premises. Now you will use your checklist to be certain all essential tasks are completed:
Declutter and Label
Get rid of documents and equipment that are no longer required. Decluttering will mean less to be moved, saving time and money. Here’s your packing plan:
- For each department, decide what to keep, donate, recycle, or dispose of.
- Colour-coded labels for each department and floor will simplify unpacking.
- Label each crate with its contents and location within your new office.
- Use your inventory to track items as they are packed.
Communicate with Staff and Clients
Communication is vital during any office relocation.
- Create a timeline and share it with all staff.
- Assign a Project Manager to handle questions and updates.
- Advise service providers and clients about the risk of temporary service interruptions as well as new contact details.
- Ensure staff know what tasks they have to complete and when they must be done.
- Keep everybody informed via email updates, management meetings, or a “moving noticeboard”.
Plan for Emergencies
Most projects should identify potential “Risks and issues” along with contingency plans:
- Be aware of possible delaying factors, such as transport delays, damaged equipment, or poor weather.
- Ensure essential tools, keys, and important documents are available.
- Have backup storage options in case your new premises aren’t ready.
- Allow extra time in your relocation schedule to handle any last-minute issues.
Final Countdown: The Days Before Moving
This stage is all about helping staff feel comfortable and ensuring that every detail is planned for a smooth start.
Tour the New Office with Staff
Your workmates may be feeling apprehensive about the relocation, especially if it is to an unknown area. Settle their fears quickly with a site visit:
- Have a walk-through of the new workspace.
- Show your staff their desk location, plus meeting rooms and the kitchen area.
- Let them check out nearby cafes, shops, and public spaces to help staff settle in quickly.
- Ensure they understand where car parks are located, plus public transport details, like train stations and bus stops.
Assign Packing Boxes
Providing boxes to staff so they can pack before they leave on moving-out day.
- Provide them with a clearly labelled moving crate.
- Each crate should be marked with the staff member’s name and new desk location.
- Store confidential or valuable materials separately for secure transport.
Moving Day: Keeping It Smooth and Stress-Free
Your removalist company Perth will handle the logistics of packing, transport and unpacking. With simple planning, you can enjoy a smooth move.
On the Day: Moving and Transport
Hopefully, you will have arranged the move to happen over a non-working weekend, to minimise disruption. Other essentials include:
- Make sure your office relocation team has a copy of your floor plan.
- Label work areas, doors and any furniture at the new location to match the floor plan.
- Essential and more fragile equipment, like laptops, printers, projectors and screens should be clearly marked.
After the Move: Setting Up and Settling In
Once the move is complete, you should concentrate on getting the business back up and running quickly
- Ensure all IT systems, phones, and internet connections are connected before staff arrive.
- Test shared equipment like printers, projectors, and Wi-Fi routers.
- Check that all boxes and furniture have been reassembled and placed according to the floor plan.
- Each team member should be able to locate their labelled box next to their desk, ready to unpack.
Perth’s Trusted Experts for Smooth Office Relocations
At The Moving Man, our years of experience mean we understand that an office move is about keeping your business running with as little disruption as possible.
We take the time to understand your floor plan, schedules, and specific requirements, and make certain every piece of furniture, IT equipment, and document is placed exactly where it needs to be.
If you’re planning an office relocation in Perth, get in touch with us today to arrange a quote or discuss your moving requirements.