Photo courtesy of  Google

Photo courtesy of Google

By Megan Mahoney

Moving an entire office is no easy feat. Though when taken step by step, a smooth transition is possible.

Here are some essentials to a successful office move:

  • Stay Organized

  • Take one thing at a time

  • Allow plenty of time

Hiring a Moving Company

Hiring a moving company is one of the most important steps for your office move. While getting a number of quotes from different office movers is a great start, picking the cheapest one isn’t always the best choice. This alone can be a stressful ordeal, but here are some tips to make it easy.

  • Look up testimonials and customer reviews

  • Can they do the entire move for a fixed rate (will there be any additional hidden fees?)

  • Is some of the job going to be subcontracted?

  • Has the company managed similar jobs in the past?

  • Are proposals clear and concise?

  • What valuation coverage does the company offer?

Coordinating a Move Date

The first step is to double check that you can move in on this date. It may seem redundant, but even if you are 100% sure, double checking it now could save you a huge headache later. Some landlords will require to be present during the move, particularly for any damaged item inspection. There also could be limited hours in which you can move.

Here are some people that you need to coordinate your move date with:

  • Any Contractors - this will include any tile setters, plumbers, painters ect.

  • Furniture Installation - sometimes your office moving company can do this, but make sure that you double check, as some do not. This may become a deciding factor when hiring

  • Moving Company - make sure that you hire only a professional office moving company

  • Telecommunications - a smooth transition requires that you already have phone lines and communication devices in place

Note also that some larger and more expensive equipment may require authorized personnel to be moved. Items that typically require further assistance include:

  • Computers/Monitors

  • Teleconferencing Equipment

  • Printers / Copiers / Faxes

  • Lab Equipment

Another factor that could play into your decision while hiring an office moving company is if they know how to move certain equipment. Any reputable office mover should be able to tell you what requires further assistance in relocation.

Utilities

It is important to check with your new landlord what utilities you are responsible for and which ones will be provided for you. This should be stated in your renting contract. Some common ones to check include:

  • Janitorial

  • Trash removal

  • Security systems

  • Water

  • Gas

  • Electric

Notifying Employees

This is a very important step in the process as it will relieve a lot of the stress on you. It is important to have employees involved in the move as otherwise it will become too overwhelming for you. Make sure to break down tasks and let one person be in charge of overseeing operations and tasking out whatever needs to be done to other team members. It is crucial that team members are not micromanaged as this will lead to wasted time and resources.

Final Step

The final step is to make sure that all addresses have been changed and all parties (such as clients and suppliers) have been notified of the address change. Also, be sure that the post office has been notified of the address change and any services you are a client of. Change the address on any collateral such as cards and email signatures and enjoy your new working environment!