Moving an office can be daunting. There is nothing simple about relocating an entire team of employees, not to mention moving high-value equipment, electronics, paperwork, and machinery.
With all this complexity in view, organization and planning of the move are key for a smooth transition. Here’s a checklist to help guide your office move.
Six Months Before Move
- Review your current lease – Is your lease up, or is there a fee for breaking your current lease? Are there any damages to the property that you are responsible for and that you need to take care of?
- Get quotes from moving companies – Compare moving companies and see which ones fit within your budget. If you are a small company, you may consider renting a U-Haul and having some workers do the hauling for you. Having a moving budget from the get-go will help prevent you from overspending, especially in areas where you could easily scale back (i.e. forgoing professional packing in favor of having employees pack up their things themselves).
- Determine if you need moving insurance – Your business may depend entirely on a single piece of equipment or machinery that, if broken, could halt operations. Contact your insurance agent and ask about moving insurance.
Three Months Before You Move
- Lock in your moving date – Once you’ve confirmed your new office space, make a reservation with a moving company or secure other moving arrangements.
- Notify your current landlord – As soon as you confirm your company’s move date, loop in your current property manager and let them know when you plan to terminate your lease.
- Notify all employees of the upcoming move – Set expectations for the move so employees know their responsibilities ahead of time and can plan accordingly.
One Month Before Move
- Design a floor plan – Map out both your existing office and your new office to determine where to place equipment, desks, and furniture. If you have the information, consider things like the number and location of ethernet connections, power sockets, and common areas. That way, big items can be immediately placed where they belong so you don’t have to shuffle things around later.
- Arrange for phone and internet installation – Find a company that can provide these services and set up installation from there. If you’re working with a full-service office mover, they can likely work with you directly to arrange this installation.
- Make a plan for setting up computers and IT systems – Confirm whether your IT staff can do this on their own or if you need to hire extra help.
- Secure offsite storage – If your new office doesn’t have space for your archived files or annual Christmas party decorations, reserve a storage unit nearby. There are many affordable storage units that offer storage solutions for businesses.
- Transfer utilities – Set a cancellation date for the utilities at your current office and research utility options for your new location.
- Create a change-of-address list – Send an email or snail mail notification to let your clients and customers know where they can reach you going forward.
- Set up mail forwarding – You don’t want to miss any important correspondence, so remember to update your address with the US Postal Service after you move. You can do this in person or at USPS.com/move.Moving can be stressful, but things can go smoothly with a little careful planning. If/when your business needs little extra space in Jackson, Tennessee contact Markham Self Storage. We can help you with your self storage needs. We even offer climate controlled units for temperature sensitive material.