Office moving guide

Moving an office can have a huge impact on large and small enterprises. If you need space for growth, more space to create or more control over your brand and environment, a new space is an exciting thing – as soon as you overcome the move itself, that is. Any relocation of the office is a major project and requires careful planning. This may seem intimidating, especially if you’ve never had to coordinate a move before, but don’t worry. Most importantly, hire commercial movers Florida. What else needs to be done? This office moving guide will give you some tips on moving your office efficiently to help you with this important step.

What are the important tasks of the office moving?

Conference room — We will tell you about everything you need to consider if your plan is an effective office move

Planning

Planning is your best friend, so it’s wise to use commercial moving checklists, documents, and spreadsheets. Include all the tasks that you need to complete, no matter how small they are, as well as the steps you need to complete, so as the people, teams, and companies responsible for each one. Thus, your tasks are compiled into more manageable smaller parts. Use your planning documents as a roadmap for moving — and use sharing software to let others collaborate and see what they need to do.

Timing

Plan your time for the office moving carefully. You may not have much flexibility regarding dates of relocation. But if you do not need to move in a short time, you should avoid moving during the busiest time of the year for your business. It is really important for you to remember that your business still needs to function during the relocation process.

Have a deadline

Having a deadline or set of deadlines will help you make it all more effective. With a deadline, you won’t have the luxury of delaying moving tasks until the next day. This encourages everyone to do as much as possible.

Before moving

Furniture

Determine if you need to order furniture for your new office, and do it. Many joint offices and serviced offices provide all the necessary furniture. Or they can find a way to provide furniture for you if you have special needs. And if you have additional furniture, you can always donate it to the Freecycle Network.

Security

At least one month before your move, contact your new manager to see if security is covered by your rent. If you need to find your own security company, now is the time to call for proposals and ask them to inspect the new office. And it is also a good idea to maintain security during a move. So, start making some calls in advance!

Surveillance camera — Many security companies need a month’s notice, so do it in advance

Movers

You need to find Florida’s best movers, such as Cross Country Moving Group FL. This means that you can contact them for quotes, check reviews and see if you can get any verbal advice from friends and colleagues. Will you finish the packing yourself? Do you need packing boxes too? You must resolve this before calling them.

Fixed assets

Find out exactly what services your new office contract covers. If it’s a serviced office or collaboration room, many, if not all, of your basic amenities may be covered by rent. Phones, telephone lines, information technology, insurance, business tariffs, electronics, and cables – all this needs to be settled. Talk with your current suppliers for their support during the move.

Let suppliers know that you are moving your office

Contact them at least three weeks in advance to let them know the date of the move. Do not forget to inform your cleaning company about this. Now is the time to explore some of the best prices you can find for supplies and cleaning in your new office if they are not already included in the rental price.

Setup

About two weeks before your move, you want all the main components to be in place so that your office is ready for your staff. Broadband and telephones must be operational. Plus your kitchen building, furniture, and any cabinets and pantries. Connect your IT department to configure all computers and servers.

Communication is critical to efficient office moving

Business meeting — It is very important that you often and openly inform your employees everything about the upcoming office moving

The key is to anticipate any possible problems before they become problems. And encourage open dialogue with all employees. Explain to your employees all the reasons for moving, how they will benefit and what you want to achieve.

The staff will always be grateful for timely consultations and updates, and then for regular updates in anticipation of a big day. Sometimes there are employees who have problems that need to be fixed. Whether it’s a change in distance or fare, where they will be located in the new building, the presence of parking or problems with booking.

Engage your team members in your office move

People who feel involved will lag far behind the move much more than if they feel they are being neglected or excluded. A great way to get people together is to invite each department to appoint a representative to the internal relocation team. This team can hold regular meetings. And keep you informed of any problems that may be brewing in certain departments. They can perform small tasks, such as packing their office desks. Let them know how valuable and useful their contribution is.

Check your staff after moving

This is really important to consider after moving the office. But this is often overlooked – how do your employees relate to the move when they are settled? Ask your employees for feedback to help maintain morale and momentum. Reviews will help to consolidate the positive aspects of the office moving and identify and solve any problems that may arise.