If your office is relocating, you need to have a checklist for this task that you work through. A good checklist will make the relocation process much easier and ensure that everything is done in an orderly way. You must start working through your checklist as early as possible and have deadlines for tasks.
Confirming The Move
The first task you should have on your checklist is to review your current lease. If you are moving out of the property early, you have to see what the repercussions are. You will generally lose your deposit, but you might have to pay out the remainder of the lease term as well. If you are not leaving early, there could be stipulations relating to the state of the property, and when you should move by.
Once you have reviewed the lease, you need to get a planning team together. Having a team will help you get through everything as you can delegate tasks to certain people. It is recommended that you have a team member from each department in the company. These team members will be in charge of their department and all the move-related tasks for them.
Around 3 to 6 months before you plan to move, you will need to set your moving budget. This will help you avoid overspending and will make it easier to choose a moving company. At this time, you also need to start getting estimates from commercial movers. You should look for companies that specialize in office relocation and always get moving estimates from My Long Distance Movers.
At this point, it is also recommended that you find out if you need moving insurance. On My Long Distance Movers website you will also find relevant information about moving insurance. This is important if you have valuable or specialized equipment. The insurance offered by the moving company may not cover these items, and you need to purchase an additional policy.
Communicate The Move
Once you have a confirmation of your moving date, you need to communicate this both internally and externally. This means that you have to notify your current landlord or the property manager. You will need to provide them with an official notice, and this should be handed to them within the timeframe outlined in your lease.
You will need to inform all your employees about the date of the move and the address of the new office. Before you do this, you should ensure that your employee list is up to date and that everyone has been contacted. This will include any employees who are on holiday, sick leave, maternity, or paternity leave.
You should also create a master list of all the external parties you need to inform about your move. This will include all vendors, suppliers, and clients. When creating this list, you need to ensure that your client and supplier lists are all up to date. All your move team members will need to be told their responsibilities and provided with any deadlines you have set. The IT team will also need to be briefed to ensure everyone knows what needs to be done and when it needs to be done. At this point, you should also make a reservation with your chosen moving company.
Prepare The Logistics
Carefully consider the logistics of your move, and there are a few steps that you need to take. The first is to get a detailed floor plan of the new office. This will help you plan how everything should be placed and whether you need any new furniture for the new office space .
Before you put an order in for any new furniture, you need to create a detailed inventory of all the furniture in your current office. If the current furniture will fit into the new office and meet your needs, you will not need any new furniture. However, if you have any furniture which is old and reaching the end of its usable life, you should consider replacing it.
Using the floor plan of the new office, you need to assign areas for all the different departments. You should also assign a number to all employees and use this number to assign the employee to a desk in the new office. This is also the time to define the communal space in the new office.
You also need to sign the official paperwork, license, and permits at this point. A cleaning service should also be arranged at this time to clean the old and new offices. You should also finalize the access codes and security for the new office.
If you are moving into a building with other offices, you will have to book the elevators and parking space for the movers. This will ensure that your long distance move is as smooth as possible. You should also send a detailed floor plan to the moving company to ensure they know where everything will need to go.
Updating The Planning Team
Each of your team members should update you on how their department is doing with their move preparations. You should also cover all the packing procedures with your team and put together a moving pack for each employee. This pack should include a desk number, information about the new location, and the overall layout.
You should standardize the way of labeling all the electronics. This should be determined with the IT team and communicated with all employees. You should also ensure that all personal items are removed and taken home by employees.
At this time, you should assign certain members of your move team to stay at your current location until the moving trucks finally leave. You also need to have certain team members at the new location to supervise the move. All of the keys, access codes, and security information should be available to the employees at the new office location.
Having a good checklist will ensure your office relocation will go smoothly. The checklist should be created as soon as possible and cover everything from hiring the long distance movers to what the IT team needs to do.
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