If you’ve been tasked with coordinating an office move, you may be feeling a little stressed. Moving offices is often a massive logistical undertaking, involving lots of money and an inflexible deadline.
However, businesses relocate all of the time. It may seem like a big task, but as long as you know what you need to do, everything can go smoothly. If you don’t know where to start, here is the ultimate office move checklist to get you going.
Before getting into the business moving checklist, you need to make sure you have done the groundwork. This means you should have reviewed your lease, to ensure it expires at the right time.
Terminating a lease early will cost you your deposit, which is often a lot of money.
Make sure your budget for the move is calculated and cleared by your finance department. Also, make sure all of your insurance is in order.
The next step of your business relocation checklist is to make sure all of the relevant stakeholders are notified. This means telling all of your employees way ahead of time (ideally six months or more).
It also means letting your clients or customers know. Keep the information prominently displayed on your website, including your new address. Make sure to let external partners and any third parties you work with know about the change of address.
You may also need to inform the authorities, the IRS, the post office, and your billing providers.
One of the most enjoyable parts of an office relocation is planning how the new place is going to look. It is crucial to draw up a floorplan and put together a detailed map of where everything is going to sit.
This doesn’t just mean deciding where the water cooler is going to go. You’ll need to devise a logical seating plan for your entire staff (unless you’re big on hot-desking).
You’ll need to determine where the fire exits are, where the CEO will be, and where the meeting rooms will go.
Next up on the office relocation checklist is to take stock of your current inventory. Draw up a detailed list of all of your existing office furniture. If you need more to fill up your new office, then put your orders in as soon as possible.
Make sure that nothing will be missing from your new office once you arrive. Gather an inventory of everything in your current office that you will be taking with you. This is also necessary for insurance purposes.
Every office move checklist should include the part where you get all of the services you’ll need. This list varies depending on your needs, but there are some services that are universal.This includes, of course, the moving company responsible for relocating your office. It also includes insurance providers, cleaners to prepare your new space, and safety inspectors
Get everyone hired and paid well in advance of the move, to guarantee a smooth office relocation.
In a nutshell, these are the core elements of your office move checklist. To learn more about getting it right on your first attempt, don’t hesitate to get in touch with our experts today.