While there are similarities between moving an office and moving a residential space, there are also some important and significant differences. If you’re looking to relocate a commercial space, make sure to prepare your office (and office workers) for everything a move of that nature entails.
Important Tips and Best Practices for an Office move
1. Start Early
Do whatever you can for your businesses move ahead of time. Pack boxes with everything the office staff won’t immediately need access to. By doing the move in these kinds of stages, it can help minimize the disruption to officer workers’ routines.
2. Have a Timeline
A timeline can be an invaluable tool for an office move. It helps ensures important steps aren’t overlooked or done in an inefficient manner. By filling out this timeline early, it avoid the stress of having to coordinate a move while it’s happening. Appoint somebody to either create a custom timeline for the company from scratch, or use a generic template that can be subsequently modified.
3. Assign a Point of Contact
This is essential for a timely move as well as a successful one. Assign one person to be in charge of the move and direct the movers accordingly. If movers have to take direction from multiple people, it becomes potentially confusing, and it poses a real hurdle if conflicting information is ever given.
The point of contact can also look into relevant logistics. This includes making sure:
- All necessary staff are on hand for the day of move—even on weekends or after business hours.
- The movers have access to the new premises.
- The move has been cleared with the new building manager.
- The movers have provided their certificate of insurance, and this has been given to the necessary parties.
4. Be Organized An Office Move
Being organized is especially essential to an office move because you want your office back up and running with as little interruption as possible. Organization includes labeling everything correctly and thoroughly. That way, desks, chairs, trash cans, and everything else are sure to get back to the right person.
5. Take Security Precautions and Backup Computer Before An Office Move
When you start to think about all the technological equipment and hardware an office contains, it becomes clear some level of security precautions need to be taken. Plan for somebody from the office to be with the equipment if there’s ever a time no mover will be present. If the office contains particularly sensitive files or client information, either arrange for that to be moved separately or have somebody in charge of keeping an eye on those specific files.
Don’t forget to also back up all computer systems. Although movers take every precaution to keep devices safe and secure during the move, it never hurts to take the extra safety step.
6. Decide How Best to Accomplish the Business Move
Every company approaches a move differently, and depending on available funding, employee temperaments, and a variety of other factors, the move will be executed in different ways. Some companies put the onus of packing and organizing on the individual employees. Some put together a team to accomplish this, and still others simply let the movers handle the logistics. It all depends on how the individual company wants to balance cost versus employee morale.
For more information about moving an office or other commercial moving issues, please contact a representative of All Star Movers.