Relocating to a new workplace is as complex as relocating to a new residence. No matter the size of your business, relocating your office is a huge undertaking, whether you’re just moving down the hall or across the nation. Before we get into the specifics of how to organize your workplace move, we believe a warm congratulations is in order. Relocating is a great opportunity to start over, and the blank slate it provides allows you to decorate the new office however you see fit, which can only improve the working conditions for all your employees. But it’s important to have a plan, be organized, and pay attention to the details if you want to keep stress levels low and keep your business running smoothly.

In this complete guide to office relocation, you’ll find everything you need to see you through the full transition

1. Establish A New Office Relocation Checklist

Planning office move checklists six months in advance will give a small or medium-sized business plenty of time to prepare. On the other hand, large-scale corporate office moves may take years to plan and organize. In the end, as soon as the relocation is signed and sealed, you should begin constructing a business moving checklist.

Here are some primary considerations to make

• Find out all you need to know to successfully relocate your office. Get all the managers and team leaders together to make sure they’re on board and contributing their share.

• Appoint a “moving coordinator” to manage the company-wide move.

• Collaborate with the relocation planner to form teams that will be accountable for carrying out the various duties associated with the relocation.

• Collaborate with the move coordinator to establish due dates for each activity but avoid setting yourself up for failure by setting unrealistic goals. Maintaining your schedule requires careful planning, including building in buffer time for the inevitable delays and adjustments.

You should choose a person with strong planning and organizational skills for the role of moving coordinator, as they will be responsible for ensuring that everything on the building relocation checklist is taken care of. You also want someone who can be a positive face for your firm in the local community and who is skilled at making quick, insightful judgements under pressure.

2. Select Your Moving Team

It’s up to you as a manager to decide how much authority to give the moving coordinator in charge of carrying out the tasks on the business relocation checklist. If you’d like to have a hand in picking the moving crew, you and the coordinator can work closely together to find the best candidates. Plan to meet with the relocating crew once a week or twice a month to keep the project on schedule.

Keep in mind the following requirements when you build your team

• Clean up the department-by-department moving checklist.
• Establish the sequence in which the activities will be performed.
• The department’s workload should be divided up and assigned to different people.
• Collaborate with the relocation coordinator to establish a timeline for each activity.
• Set deadlines for yourself and make sure you meet them.
• Determine who on your team will oversee getting the new areas ready for use.
• Workflow and project management, office technology, workspace requirements, and workplace security concerns should all be well understood by the personnel on the relocation team.

3. Establish and Follow Deadlines

It’s possible that you’ll need additional time to get your new office space ready for business, depending on where you’re moving and the specifics of the move. Plan your move and your existing lease’s end date with plenty of lead time to allow for any necessary preparations.

Considering these factors, it’s important to pick a moving date that leaves plenty of wiggle room in case something unexpected delays the workplace relocation. Finally, have meetings weekly or biweekly to remind everyone of the business relocation checklist deadlines. Posting a shared calendar where everyone can see it is one approach to ensure deadlines are met and hold employees accountable.

4. Prepare A Moving Budget For Your Office

Maintaining control of the money spent while moving the office requires a detailed moving budget. The essential expenses for relocating an office are included in this sample budget. While it may be more cost effective to move a smaller office yourself, larger businesses may choose to hire professionals for the following reasons:

Moving insurance pays for the cost of replacing office equipment that gets broken or lost during a move. A full-service moving company will handle the packing and transport of your office’s furnishings and equipment. Hiring a professional mover like this one will save time, reduce employee injuries, and keep your furniture and equipment safe.

5. Get In Touch With Your Service Providers

Notify all your present service providers of your impending relocation. The following service providers should not be forgotten

• Shipping companies that deliver packages, such as United Parcel Service, Federal Express, and the United States Postal Service.

• delivery services for things like groceries, snacks, newspapers, magazines, and workplace supplies.

• Make sure the phone and internet connections are active before the IT staff arrives to set up the office’s computer network and desktop computers.

• Communicate with your utility companies and arrange for a few days’ worth of overlap between the cut-off dates and the day you want to move.

• Stationery, business cards, and other promotional items printed by your marketing and printing firms will need to be updated to reflect the new location.

6. Install New Security Systems For The Workplace

Relocating your workplace is the perfect moment to assess your need for any necessary security or technological upgrades. A cloud-based access control system is an excellent choice for a modern office security system.

Crown Mountain Movers uses state-of-the-art end-to-end encryption methods to allow your staff to enter the office without using their hands if they have a properly set up smartphone in their pocket. You can also get in with a key card, a smartphone app, or even an Apple Watch.

In addition, the cloud-based software enables you to control your new workplace’s safety from afar, which is very useful during the transition from one office to another.

Conclusion

When you’ve finished making your workplace relocation checklist, you’ll have a better sense of calm and organization. You’ll be prepared to handle every aspect of the move as the big day draws near, and in no time at all, you’ll have everyone settled into their new digs. Contact the security experts at Crown Mountain Movers right away to get a free consultation about your office’s security questions or needs.