Need to move your work office from one location to another? Organizing an office move can seem like an overwhelming project, especially when you need to juggle so many tasks. Failing to plan ahead can result in missed deadlines and damaged client relationships, but there are solutions…
Don’t take on all of the responsibilities by yourself, and avoid letting the to-do list fall on the shoulders of a few select employees.
We’ve put together a step-by-step guide that covers how to create an office moving team:
Step 1: Communicate
Give your employees adequate notice before you begin the moving process – around 6 months notice is ideal.
- Announce the move. Write a letter/email, and follow up with an in-person or online meeting.
- State a reason for the office relocation and highlight the benefits.
- Answer any questions your employees may have and address their concerns.
- Provide details such as the new office’s address and the target move date.
Step 2: Build a moving team
Consider designating a point person and assign the job of moving manager to an internal staff member. Choosing an administrator or project manager is a good option, as company leaders will need to focus on maintaining your company’s overall productivity levels.
The moving manager should be detail-oriented, responsible, and have the ability to make this project a priority. Frequently meet with the moving manager and any additional employees who are tasked with planning for the move.
This moving manager can assist with assembling an office moving committee.
When planning an office move, you’ll need to establish a team who will help out with:
- Furniture Disposition: Assess your furniture and belongings. Will these pieces be brought to the next office? Or will you be purchasing updated pieces?
Determine if the furniture is old/looks tattered and whether or not any pieces need to be hauled away. If you’re planning on getting brand-new furniture, plan ahead for what will be needed. Design a floor plan, account for all employees, and consider the style of the new office.
If your new office requires decorating or aesthetic choices, consider hiring an interior designer.
- Packing/Organization: Plan ahead and purchase moving supplies such as boxes, tape, and bubble wrap. Donate or dispose of office supplies and belongings that won’t be needed at the new office. Make a list of items that will need to be purchased.
Some of the departments to add on the moving team include:
HR Department: The Human Resources Department can help make your office relocation a positive experience. They can assist in ensuring that all employees get the most value out of the move as well as improving company culture. HR should be involved with the planning and communication of the office move.
Finance Department: The Finance Department can assist with managing your company’s funds, including bookkeeping and payables/receivables. They can assist in ensuring any contracts and insurance policies you wish to continue are transferred over to the next building.
IT Department: Your IT Department can oversee the installation of your new office’s tech infrastructure and ensure it’s set up on time. This includes all employees’ computers, the Internet, phone lines, and more. The IT Department can also help determine if any updated electronics are needed at the new office. How old are your employees’ computers? Do any need to be upgraded/replaced?
Legal Team: Your in-house counsel can assist in reviewing legal documents regarding the move.
Step 3: Determine a moving budget
Once the logistics of the move have been figured out, decide your company’s moving budget and establish all moving costs. How much money do you have to work with? How much will the move cost in total?
Be sure to account for any renovations or repairs that need to be made at the new office space.
Step 4: Begin delegating responsibilities
Employees may want to know if they can assist with the moving process.
Allow your team to be a part of the move, and show that their input and feedback is valued.
See which team members are especially interested in getting involved with the move, and utilize their skill sets to assist you with the preparation and moving process.
Step 5: Consider hiring a moving company
Hiring a commercial moving company can be beneficial as they can assist with office relocation, document management, furniture liquidation, electronics recycling, storage, and more.
Meet with the office moving company that you choose, and involve them in your moving plan. Office relocation services can help eliminate the burden of a lot of stresses that come along with moving.
Want to find out how Arrow Transfer & Storage can assist? Learn about our office moving services at arrowmovers.com, or give us a call for a free estimate at 516-827-9292.
