Moving is a lot of work. Moving an office is even more work. It can be overwhelming, but it doesn’t have to be impossible. Below are some tips and tricks that you can use to make sure everything goes smoothly next time you are moving the office.
Pick a date
You can’t do this alone. Moving the office is a challenging and demanding task. You’ll need a team, so choose a date that works for everyone. A good rule of thumb is to pick a day that’s convenient for you and the moving company, then make sure it won’t interfere with your office’s clients.
Gather packing supplies
When purchasing packing supplies, one thing is important to keep in mind. The more you can buy at once, the cheaper your overall costs will be. Additionally, it’s best to choose supplies that are durable and reusable. You’ll save money on replacement costs over time if you purchase stronger and more durable boxes or other packaging materials.
When buying boxes for office relocation, look for recycled ones. You’ll save money on gas by not needing to drive back and forth multiple times. Also, you will help reduce waste produced by large companies.
It’s also a good idea to choose containers with handles on them so they’re easier to carry around when full. This way, no one has to worry about trying not to drop heavy boxes while loading or transporting them. The type of handle should depend on how big your box is. Smaller ones might require plastic handles while larger ones could use metal ones instead (though these may not always fit).
Make a plan
- Make a list of things to do.
- Plan the move in detail before it happens.
- Don’t try to plan as you go. You’ll get stressed out and overwhelmed with last-minute details when there’s no time left for them!
The very first thing you need to do is notify your employees that you are moving the office. You should also ensure that they have a way of contacting you, the movers, and the new office location in case there are any questions or problems.
- Send an email or internal memo, whichever route is easiest for all parties involved. This should include any information about how employees can reach each other in case of questions or problems during the move.
- Make sure everyone knows how to get in touch with you. So that when any questions come up (and they will), answers can be found quickly and easily.
Hire the movers
You should hire the movers to get your office moved. You’re probably better off hiring a company that has experience in moving offices than trying to do it yourself because there are so many different things that need to be done and you may not know how to handle them.
Look for a company with a good reputation and that is licensed because you don’t want problems with your move. Also, look at customer service reviews online. They can tell you what kind of experience other people have had with this company.
While you might be tempted to pack as much as possible, this is a great time to resist the urge. Everyone has things in their office that they don’t need right away and aren’t going to use for some time. It’s also likely that there are some items or files that belong at home, but won’t be needed until later on in the week.
Rather than packing all of these things up, it would be better if they were left where they are while you’re moving your business. That way, you can save money on moving costs by only packing what is truly necessary for the duration of your move and leaving everything else behind!
Back up your files
It’s time to back up your files. This is important, so don’t skip it! If you haven’t had the foresight to make backups of your work before, now is the time.
Backing up to an external hard drive is easy. Just plug it into your computer, and copy all of the files over. If you’ve got a bunch of files that are too large for this method you can use cloud storage instead. Or if you’re really not sure where everything is stored or want more than one backup option, try backing everything up with both methods (i.e., copy some files onto an external hard drive and then also upload them to one or two cloud services).
If doing this manually sounds like too much work (and honestly does), consider using an online service like Carbonite or CrashPlan. They will do all of this automatically for you each night while you sleep soundly knowing your business records are safe from fire/flood/tornados/or whatever else might happen in a week’s time
Assign roles to move day and set up a moving day schedule
Assign roles to move day and set up a moving day schedule
Assigning roles is one of the most important steps you can take when planning your move. It ensures that everyone knows their role, which helps to keep things running smoothly throughout the day. Plus, it’s also a good idea for everyone involved to have an understanding of what is expected from them and when they should be working on something.
To assign roles:
- Decide who will be responsible for what areas (e.g., pack all items in the kitchen or measure out each room)
- Give each person who will be involved with packing their own list of tasks they need to complete as well as any special instructions or guidelines (e.g., do not pack anything fragile). Make sure every team member has a copy of this list so they know exactly what needs packing, where it should go, and how best to protect it during transport.* Schedule breaks at regular intervals throughout the move so your crew doesn’t get exhausted before everything is done
At this point, you’ve made sure the building is safe and secure, moved in all of your equipment, set up your office and it’s time to start work. But have you checked the building’s fire safety plan?
The last thing anyone wants is to be interrupted by a fire alarm while they’re trying to get stuff done. And if there’s one thing no-one likes it’s being woken up early in the morning because there’s been a false alarm! So make sure that both yourself and your employees are aware of how to act in an emergency situation – whether that means evacuating or staying put depends on what type of fire risk exists within the building (and beyond).
Freeing yourself of extra baggage is a good idea.
In our experience, you’ll do best if you free yourself of extra baggage. That’s not to say that you have to be a minimalist to succeed in moving the office in a week, but having the right attitude is half the battle.
Here are some tips on how to stay practical and efficient during this process:
- Be organized. If there are tools or supplies that you know will help your team get things done faster, bring them with you so they can be used right away without any delay or confusion.
- Be prepared for anything—even the worst-case scenarios! It’s always better to over-prepare than under-prepare when it comes time for moving an entire office into a new space… because time waits for no one (and neither does MOVEIT).
I hope this post has given you some ideas on how to make things go smoothly when moving the office. If you have any questions or concerns, feel free to browse through our blog, you might get some answers there!