When you’re moving your office, there are many things to consider, and the amount of work involved can be overwhelming if you aren’t prepared. But there are some simple steps you can take to make a move from your current location to your new one as painless as possible so that you can get back to business as usual.
When you move from one office to another, it’s essential to regard more than just the physical relocation of your desks and other furnishings. After all, an office relocation impacts the productivity of your entire team as well as the efficiency of your operations. When you’re moving to a new office, these five tips will help make sure that the transition goes smoothly so you can get back to business in no time.
Take Stock of Your Office Supplies
Gather every supply you’ll need for your new space and make an inventory. Be sure to include items like sticky notes, pens, paper clips, folders, and other essential supplies. Create a second list with more advanced office equipment like large printers, fax machines, and conference room equipment. You may not want to haul that printer up three flights of stairs; check if there’s room in your new building for it or have it picked up by someone else.
Gather Together Important Documents
The first thing you need to do when you’re starting your move is to prepare a list of all of your essential documents. When you look around your office, make a list of everything that belongs to you, such as personal papers and materials, tools, electronics, and so on. Also, note down anything that belongs to anyone else in your company.
Consider Technology Needs
One of your priorities, when you’re relocating an office, is understanding what technology you’ll need at your new location. Technology expenses don’t end with computers and phones. Consider software, printers, copiers, fax machines, scanners, mailing services, and more. Even if you only make occasional use of these items, it makes sense to buy them ahead of time rather than trying to rush around town looking for deals on moving day. Take inventory early so that there are no surprises later.
Get Organized at Home First
Clear off your desk and your bookshelves at home and decide what’s truly worth keeping. If you have plenty of time, start packing ahead, but don’t throw away anything until you know it isn’t coming with you. Remember, an organized office makes for an organized mind.
Determine the Best Moving Method for You
With so many options for moving, you can pick one that works best for your needs. Local movers near you can handle heavy moves for far less than what a traditional mover would charge. They are also great if you’re short on time and don’t have employees to take time off to help with move day. Depending on how much stuff you have and how long it will take you, this method could better suit your needs.
Back-Up Data and Files
Protecting your data is critical. Plan on bringing a portable hard drive with you, and be sure that every computer in your office has its backup. While you’re at it, ensure employees have stored their data (pictures, music, etc.) on their computers or external hard drives. Do not put all of your files in one place–that’s how you end up losing everything!
Fill Up Paperwork for Your New Office Address
Don’t forget to inform your bank, insurance, and credit card companies that you have a new address. It takes time to change all of these documents, so you’ll want to get started right away. You can also easily find a professional moving company in your area with our easy-to-use form. Just enter your zip code and get connected with top-rated pros! This can help ensure that you don’t miss any deadlines or requirements for your records.
Decide What to Do With Old Equipment
If you’re moving to a small business, it might not be worth investing in new office furniture. But if you’re moving offices, you may need to do some big-ticket purchasing. Donate computers and other devices that don’t work or are too outdated for your needs and sell your filing cabinets, copiers, and other equipment online. When in doubt about whether something should go or stay, ask yourself whether someone else could use what you have on hand—and if they could make better use of it than you can. No matter what type of business you run, re-purposing resources saves money and gives others a chance to benefit from your hard work.
The move is inevitable. Either you’re moving your office out of convenience, or you’re being forced to because of growth, acquisition, or another reason entirely. Whatever your reason for relocating, one thing remains certain: The process will be much easier with a solid plan and organized relocation checklist in hand. You have a company to run, so try not to let it stress you out if you can help it.
