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How to Plan and Execute a Flawless Office Move from Start to Finish
When you plan an office move you must prepare for every consideration, from budget constraints to changing IT providers and storage needs.
It can be an exciting time, with all the new possibilities of an improved space, but it can also upend employees’ workflows, increase the management team’s stress, and result in unforeseen challenges that require planning, time and effort to resolve.
In this blog, we’ll discuss how to plan for an office move, giving clear steps that you can follow from 6 months out, to the time after the move is concluded.
Table of Contents
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The first step of planning an office move is to identify your needs for the new location. This might require significant research time, so plan accordingly to ensure you’ll be able to find a location before you need to move.
The biggest advantage that you can give yourself in this process is preparation, giving you the benefit of time flexibility. Here’s a few things that you should consider when planning your office move.
Create an outline of your current office space
Create a detailed map of your current office, categorizing every piece of furniture. It should have departments mapped out and include information about the seating assignments of every employee.
Assign a color to each department. Then, when you’re prepared to put things in boxes and move them to your new location, you can label them with that department-specific color.
Meet with Your Team to Discuss Staff Needs
Before making any decisions, meet with your team to discuss what concerns need to be met with the new space. A workplace move affects employees foremost, who may have seating requests, design recommendations or equipment needs.
Work with departmental managers to ensure that your organization is on the same page and is providing all employees with the information they need to prepare for the office move.
A challenge of an office move is dealing with the clutter that’s accumulated in your office space. Make sure that all team members are informed of the move well in advance, so they can plan to deal with it before moving day. The less you have to move, the better it will be for your team, allowing you to take an inventory of all your company’s items, so nothing is misplaced in the process.
What to do 3-6 Months Before an Office Move
With less than 6 months to go, you have plenty of time to prepare for your office move. However, there’s a lot to get done before you can move into the new space.
Announce the move and gather feedback: Inform your employees about the move, its purpose and the new location. Encourage open communication and address any concerns they might have.
Set a budget: Determine your spending limit for the move, including movers, supplies and temporary storage solutions.
Research and secure moving companies: Get quotes from multiple reputable movers and compare their services and pricing. Moving companies’ busy season is between Memorial Day and Labor Day. You might be able to save a fair chunk of change by moving into your new office outside of this period.
Take Inventory: Create a detailed list of all office furniture, equipment and supplies. Categorize items based on priority and fragility.
Plan your new office layout: Use space planning software or create a physical layout to optimize the use of your new space.
Decide on furniture needs: Determine if you need to purchase new furniture or relocate existing pieces. Consider selling or donating unwanted items.
Schedule essential services: Contact IT providers, phone companies and internet service providers to ensure a smooth transition at the new location.
How Temporary Storage Shipping Containers Free Up Office Space
Planning an office move involves a delicate dance – keeping day-to-day operations running smoothly while prepping for the big relocation. One of the biggest challenges? Space. Mountains of boxes and overflowing desks can quickly turn your once-functional office into a logistical nightmare.
This is where temporary storage solutions, specifically shipping containers, can be your game-changer. Here’s how:
Declutter and Conquer: The pre-move period is prime time for decluttering. Utilize temporary storage containers to house excess furniture, equipment, or files no longer needed in the daily workflow. This frees up valuable floor space in your office, creating a more organized environment for packing and maneuvering.
Packing with Purpose: As you pack, consider items that won’t be needed immediately at the new location. These can be directly loaded into a conveniently placed storage container, streamlining the packing process and keeping essential items readily accessible for ongoing operations.
Creating Move-Ready Aisles: Imagine a clear path for movers to navigate boxes and furniture. By utilizing temporary storage containers, you can create designated packing zones and clear walkways, ensuring a smooth and efficient moving day. By incorporating temporary storage containers into your office move strategy, you can maximize your office space, streamline the packing process, maintain a functional work environment and ensure a smooth and efficient moving day.
What to do 1 Month Before an Office Move
30 days out from your move, you might want to meet with your team one more time, informing them of any changes since the last meeting, and reiterating move-crucial information.
This may include information about mid-move working arrangements, how large projects will be affected, and when employees can move into the new space.
Order moving supplies: Purchase packing boxes, packing tape, labels and other necessary materials.
Downsize and declutter: Encourage employees to declutter their workspaces and dispose of any unnecessary items.
Label everything clearly: Label boxes with contents, department and room designation for easy identification during unpacking.
An office move provides a time to consider what you really need to meet your organizational goals, discarding or donating what you no longer need and planning to prepare new spaces for future expansion.
After the Move
With all the planning out of the way, the hardest work is already behind you. After the day of the move, all that’s left is to prepare the office for employees to return.
If you have hard copies of your office plans, provide them to those assisting with the unpacking process.
Set up the new office: Unpack boxes, arrange furniture and connect equipment according to your pre-planned layout.
Update business information: Change your company address on websites, marketing materials and official documents.
Welcome employees back: Announce to your employees when they can return to the office, and then celebrate all your hard work.
A portable office can be a great way for your managers to establish a presence on the site of your new office, without needing anything more than a stable power connection to run.
Summary
With meticulous planning, clear communication and the right resources, your office move can be a smooth and stress-free experience.
By following the tips outlined in this blog, you’ll be well-equipped to navigate logistics, keep your team informed, and ensure a successful transition to your new workspace. Remember, a little preparation goes a long way in creating a positive and productive move for everyone involved.
Need extra space during your office move? Southwest Mobile Storage offers secure and convenient storage containers delivered right to your office door. Learn more about our flexible storage solutions by contacting us, or by talking to a container sales representative, who can provide you with a quote.
