As soon as the new lease has been signed, notify the employees of the upcoming move. Keeping staff updated and involved throughout the planning will keep stress to a minimum.

Choose a representative from your office to function as the move liaison. If it is a big office relocation, choose a small team and include someone from IT. Meet regularly and communicate updates with staff to keep them informed.

Establish a Move Timeline

Determine the move-in date for the new office and work backward from that date. Decide if the move will be during office hours, after hours, or on a weekend.

Discuss the move-out and move-in process with both building managers. Ask about loading docks and where the moving truck will park. Gather this information in advance for the mover. This may affect the price or the number of crew required.

Decide who will pack the individual desks, employees, or the moving company. Additionally, include shared common areas in this decision.

Office Moving Quotes

Get quotes from professional office movers. Make sure they have experience in office moving and ask for references. Give all the moving companies the same information to quote on.

If the mover is doing the packing, ensure this service is included in the quote. If your staff will be packing the office, ask the mover to supply moving bins, labels, and special cartons for pictures and prints. This will be included in their quote.

Once the office moving quotes are in, hire an office moving company for the move. Confirm the move-out and move-in dates and times with the chosen mover. The mover will assign a move supervisor at their end to coordinate with your office representative or team. They will serve as the main point of contact throughout the office move.

Office Move Budget

Put together an office moving budget. Be sure to factor in the mover’s costs, as well as any necessary installations, first and last month’s lease costs, utility transfers if applicable, and the setup of IT equipment, server rooms, phone systems, and new desks and furniture. Also include stationery and costs to update brochures and marketing materials.

Notifications and Logistics

Contact the Building Managers to reserve the loading docks and elevators, if necessary.

If office furniture needs to be disassembled at the current office and reassembled at the new office, make the arrangements and ensure they are booked for the move-out and move-in dates.

Notify utility companies and provide them with the move-out and move- in dates.

Send a notice to all employees, clients, suppliers, and service companies of the upcoming move dates and the new office address. Include this information on your company invoices.

Office Floor Plan

Decide on a floor plan for the new office. This will help determine if you need to purchase additional furniture or equipment, or downsize what you have. The floor plan will help the office movers determine the exact placement of each desk, piece of furniture, and equipment at the new office.

Send a copy of the floor plan to the employees and to the mover representative.

Coordinate with IT staff and/or an outside service provider to disassemble and reassemble employee computers and other IT equipment. Make a schedule and distribute it to all employees.

Packing

If your staff is responsible for packing, make sure all boxes and bins are labelled with their general contents and their designated location at the new office. For employees’ desks and files, ensure the employee’s name is on the bin/box. If the office mover is doing the packing, they will do all the labelling.

Move Out

Ensure all computers and IT equipment are disconnected and labelled, all desks are disassembled, and everything is packed from the desks and common areas.

The moving company supervisor will be there to oversee the physical move and keep your move team informed every step of the way.

For more information on office moving and to get a quote, contact Premiere Van Lines. Premiere specializes in household and office moving.