There are many reasons why a business can opt to relocate. In some cases, your business can do so well that you require bigger premises to handle client requests.
Similarly, you can move to more attractive markets if your enterprise is no longer making profits in the current location. Whatever the reason for moving, you will need to plan ahead for a smooth experience. The office relocation checklist below is a helpful guide for any business moving in 2022.
The first and the most crucial task is to decide on the new office space. For that, you have to keep a few factors in mind, like the overall area of the office, nearby conveyance facility, and many other related things needed to run the organization successfully.
When searching for the perfect office space, pay attention to the amount of space you require. A helpful rule of thumb is to budget for around 1,000 square feet for each four to six workers. Also, consider how effortless it will be for your employees to get to the new location. If employees struggle to reach their workplace, they get demotivated, resulting in high staff turnover.
A commercial agent can identify a suitable office space for rent. However, work with reputable agents, and ask your networks for recommendations. Additionally, check reviews for various agents on trusted sites like Zillow and LinkedIn.
Co-working spaces are popular with small businesses with few employees. Shared space has many benefits for a growing business, such as standard office equipment like printers, Wi-Fi, copiers, chairs, and desks. What's more, you network with other small businesses and make genuine connections with diverse professionals.
When looking for a shared space for rent, look out for amenities, reliable Internet, and price. Also, co-working spaces differ in workplace design, whether you want an open layout or traditional seating arrangements.
Commercial landlords need to ascertain that you can meet your rental obligations. Thus, be prepared to show cash flow statements, bank letters, and other relevant financials. Also, budget for the rent to ensure you don't run into problems after renting a personal office space. The process of renting a co-working space is easier since there is no long-term lease. Most spaces offer daily, weekly, monthly, or yearly passes, depending on your needs.
The first step to take when moving an office is to set a budget to avoid overspending. Next, set up a moving team and delegate different tasks to simplify the process. Also, solicit moving quotes from various commercial moving companies.
Finally, remember to notify your property manager or landlord and provide official notice. Another step for shifting offices is to ask your insurance provider if you need extra coverage when moving important machinery.
An office relocation action plan keeps you on schedule and promotes efficiency. To start, take a thorough inventory of your IT equipment, inventory, and office service vendors. A relocation inventory highlights what you have to help you plan for upgrades at the new office space. For example, you may need to replace tired furniture with new and inspiring pieces that complement the color schemes and designs of the new space.
The most critical step in an office furniture relocation checklist is to replace all outdated pieces. First, give your employees the chance to buy any pieces they like at a discount. Next, sell the rest of the furniture or donate them to charity. Then, call local waste management companies to see if they take bulky items for disposal. Finally, entrust the furniture that remains to a reputable furniture moving service for safe removal.
IT department transfers can get complicated as you need to disconnect and connect all of the company's tech. However, an office move presents an opportunity to upgrade the phone system and any other outdated tech. Also, work with seasoned IT transfer companies to move electronics safely.
You need strong cardboard boxes to pack files, pens, notepads, hole punches, and other stationery items for the office. Sturdy crates are also popular with office moves as they safely transport files and small desktop electronics. It is vital to wrap fragile items in bubble wrap, packing paper, or newsprint to protect them from damage. Other office moving supplies include box markers, book boxes, and paper tape.
Heavy packing boxes are handy when packing electronics and other sensitive office supplies. However, office equipment like printers, phone systems, and scanners are vulnerable to damage during moving. Therefore, stock up on padding materials.
It is best to move office equipment in original boxes for a compact fit. However, you can use cardboard boxes for shifting in cases where you don't have the manufacturer's boxes. Finally, keep all cables and wires organized and separated to prevent confusion on moving day.
There are multiple options available to businesses shipping moving boxes. However, the United States Postal Service (USPS) or couriers like DHL and FedEx are more expensive solutions.
While homeowners commonly rent trucks to move items by themselves, things get complicated with sensitive office equipment. In this case, the best way to ship boxes when moving is to hire professional movers.
Commercial moving companies have specialized equipment to move office machinery, and services can include professional packing materials. Moreover, employees don't have to do any heavy lifting as the movers take care of loading and unloading.
When choosing commercial moving companies, opt for those with shipment tracking. Such companies have an online portal to check the load date, delivery date, and the truck's current city or state. If working with smaller companies, get the numbers of the movers for regular check-ins.
Office relocation comes with many hectic jobs like decluttering unwanted stuff, packing systems, computers, and other work-related accessories, labeling the packed boxes, loading the belongings, and shifting to the destination. However, you can succeed in your journey if you use the best packing techniques and supplies for your business move.
Packing paper helps pack small items like paper clips and pens, and fragile stuff. You can get rolls of ink-free newsprint at hardware stores, where it is sold relatively cheaply. Newsprint is durable, making it ideal for small office appliances and electronics. Moreover, you can use it to fill the inside of items or the empty spaces in boxes to protect your office supplies from damage.
When moving offices, it is advisable to use a lot of cushioning materials. One such material is crushed newsprint or packing paper, made by crumpling the paper into loose balls. Then, layer the bottom of a moving box with the crumpled paper before placing your items. If you are packing a small appliance, ensure it rests securely within the paper to prevent it from shifting during transit.
Bubble wrap features air-filled bubbles that cushion electronics and other appliances from damage. The major advantage of bubble wrap is that it is light and occupies very little space. Use the material on any glass elements on office furniture, like glass shelves, glass tabletops, or panels. Also, wrap individual pieces of electronics in bubble wrap before placing them in boxes. You can use the material on laptops, computer screens, and printers.
When moving offices, you are likely concerned about any damage to office furniture. For example, maybe you have a prized oak table which you can't wait to place in your new office. Fortunately, bubble wrap for packaging can also protect furniture from scratches and other forms of damage.
You have probably seen silica gel in bags and shoe boxes with a 'DO NOT EAT' label. The material comes from silicon dioxide and can hold 30-40% of its weight in water. In addition, it is a drying agent or desiccant, making it perfect for protecting items easily damaged by moisture—place packets of the agent in boxes with electronics and other fragile items to maintain a dry environment. Consequently, your items remain free of mold, mildew, or rust.
Corrugated cardboards are great for fragile items or those with smooth and delicate surfaces. It is assembled from thick paper stock and features a grooved middle layer. The result is an incredibly strong box that offers excellent protection for your office supplies. You can get corrugated cardboards in three widths: 300mm, 900mm, and 1200mm.
Office furniture and appliances can easily get scratched or damaged during moving. The best approach to prevent nicks and scratches is to wrap every furniture piece from top to bottom. Moving blankets provide padding and protection for office appliances, technology, and furniture.
When packing desks, bookcases, and filing cabinets, remove all detachable drawers, trays, and shelves. Then, use stretch wrap to seal all non-removable components. Next, wrap the furniture with moving blankets and seal it with packing tape. In this way, the moving blankets serve as a safety nest or protection bag during the move.
Plastic bags are popularly used to move mattresses and other domestic items. Additionally, heavy-duty bags can hold detached furniture, stationery, and office accessories. Also, sealed plastic bags are great for storing tech cords and cables to prevent loss during moving.
You need a combination of large and small heavy-duty boxes to move office supplies. Thus, get large and small boxes from local moving companies, grocery stores, or office supply stores. Then, layer the boxes with padding material when packing electronics and other fragile items. Finally, seal the boxes shut to keep everything secured during the move.
Books can weigh a lot, particularly if your office has lots of them. While you can pack them in cardboard boxes like the rest of the office supplies, books need extra care. It is best to use strong, double-walled book cartons for maximum protection. Additionally, it is advisable to transport books in small-sized boxes, rather than pile many books in large boxes.
Place bubble wrap or crumpled paper in a book carton before you pack office books. Then, fill the space at the top with some more crumpled paper before sealing the carton.
Wardrobe boxes are mainly used to transport clothes but can also hold fans, stands, large figurines, and other large objects. You can get wardrobe boxes in various sizes, where the large ones hold up to 50lbs.
Checklist for office should be there even before you're planning to hire a professional moving company. Having a fool-proof plan and checklist helps make your moving process smooth, convenient, and hassle-free. Let's check out what you need to prepare while planning a business move.
When moving offices, the top concern is downtime. Every second spent on packing, loading, and unloading is lost money. Therefore, it is essential to streamline the process as much as possible.
Among the essential business, shifting steps is to create a moving committee to oversee the entire move. Also, add the project to your project management system and create a contact list for all employees and vendors involved in the move. Send regular updates to this contact list to keep them well-informed.
Additionally, contact utility and service providers to set up new plans or update existing connections. Then, update your social media and website with the new address, and inform customers and suppliers.
Moving office furniture is not a chore for your staff. In fact, your team could injure themselves if they attempt to move desks, bookcases, filing cabinets, or other large pieces of furniture.
Fortunately, you can hire people to move furniture in the USA with a quick search on the internet. However, check the reviews of potential furniture moving companies and choose those with glowing ratings. Next, get several estimates and ask as many questions as possible to determine which mover understands your needs the best.
The major advantage of furniture movers is that they have specialized equipment to handle office equipment with care, including dollies, desk lifts, and sliding pads. Furniture moving staff are also efficient and well-organized, which reduces downtime for your business.
It is advisable to store files online before moving—first, scan and backup documents on cloud services. Then, backup all office computers and hard drives to a minimum of two locations. Also, sort all documents and shred those that are not necessary. Finally, pack the essential files in storage boxes, and ensure that you don't overload the cartons.
Office equipment is sensitive to damage during moving. For large or specialized equipment, contact the manufacturer for technical assistance. Also, check the recommendations on the label for extra notes on the right way to transport various equipment.
It is best to use equipment like dollies, tie-downs, and skates when transporting office appliances. Hire office equipment moving company as they have all the necessary tools to move office supplies safely. Remember to keep cords, cables, and detachable parts in labeled and separate bags.
The task of relocating your cafeteria equipment starts with taking a kitchen inventory for your office. First, figure out how much the cafeteria has and the different sizes of the kitchen equipment. Then, determine the moving supplies you need, like bubble wrap for the breakables or lifting straps to move larger items.
Commercial movers typically provide crates to move refrigerators, coolers, and other kitchen equipment. Before the move, disconnect and clean all the appliances in the cafeteria. Then, remove detachable parts and wrap and pack them separately. Next, shrink wrap all kitchen appliances to prevent scratches and nicks. Finally, for extra protection, use moving blankets on dining tables and chairs.
Keeping your business accessible to customers and vendors during a move can be difficult. However, proper planning can ensure your business continues running as you relocate. First, take advantage of cloud services or install a virtual private network to avail important data to employees.
Then, install a hosted phone system, which keeps the line of communication open to clients and suppliers. Also, assign an employee in each department to handle queries and maintain your company's accessibility.
One of the best office moving techniques is to use technology as much as possible. For example, storing most documents on the cloud eliminates the need for filling many boxes with files. Similarly, remote employees can use cloud-based services to work on projects and respond to work emails.
Also, drafting planning checklists on project management software keeps everyone on schedule. Ultimately, technology simplifies communication between employees, management, suppliers, and third parties.
Moving an office does not have to be hectic and overwhelming. The key to an easy relocation is proper planning and the help of a professional commercial mover. At Sunshine Movers, we are committed to making the transition as smooth as possible for your employees. Contact us today for customized moving packages.
Relocating your business is likely an all-consuming task that keeps on running for several weeks. After choosing the suitable spot for office relocation, the most crucial decision to make is to decide which professional moving company to hire to hand over the relocation job.
Choosing a professional and a good moving company helps make your office relocation process hassle-free and seamless. From productivity level people to employees worried about how office relocation will hamper their work life, a reliable moving company will make a move seamless in all sorts. Let’s learn how you can choose a credible moving company.
If you’re hiring professional packers and movers, you don’t need to worry about the moving truck and its space. They proceed with the moving process only after visiting your place and the belongings to be moved. Your stuff will be checked, weighed, and loaded to the moving carriage with care to the truck that accommodates your items loading needs. You can also ask movers to show their container shipping for your idea.
On average, professional movers come with a 10-foot truck for a small studio apartment, a 15-17 foot truck to load a two-bedroom apartment, and a 20-26 foot freight truck to load and move 3-4 bedroom houses. It is advised to connect with a reliable moving company to get low-cost shipment estimates.
Do you have a clear picture in mind about the service you’re looking for? Do you want to do it yourself or want someone to help you throughout your move? Every move is different and requires different levels of planning for accomplishment. Therefore, it is recommended to compare all your options before hiring moving services from professional movers and packers.
However, hiring a full-service moving can be a great option. Whether you’re moving locally, interstate, or internationally, full-service movers are a great option to proceed with.
On the other hand, if you’re doing it yourself, you’ll have to manage a lot of things like packing, disassembling, loading, uploading, stuff organization, and many more. Apart from your family and friends, you won’t get any help from anyone else. Also, you’ll have to rent a freight truck at your own risk. With a top-rated moving company, you don’t have to worry about anything related to your move.
Don’t blindly trust any company; rather, do a full inquiry to satisfy yourself if the company is capable enough to carry out your moving requirements. Your mind must be full of certain questions about the moving date, what services you’ll get along with moving, what moving supplies would be used to pack the belongings.
Discover what questions to ask when choosing a professional move to relocate.
You can start with asking:
Go on the Internet, search among different results, ask your friends and family for a reference, check out references personally for the best options, and finalize the one that matches your needs. Besides, you can check a few of the points before handing over your relocation job to the best moving company for corporate.
Cross-check:
A detailed, organized, and well-thought plan is the key to a successful office or business move. Without a strong plan, your moving can instantly turn into chaos, resulting in a waste of time and money. You can follow a few of the proven tips to have a well-executed and smooth office relocation.
You have to plan an official leave to move your business to a new location. Therefore, it’s mandatory to inform employees earlier about your planning and new address. The best way to plan your office move is by announcing specific details of your relocation. Even in the circular, you can include the effective date of moving and shifting along with the new address. Adding the location would be a great option you can add to your moving circular. This is how you can make your office move a hassle-free process.
It’s mandatory to consider the floor plan of your new office before you move to the place. There should be a checklist for all your planning that can include:
It’s always a good practice to be prepared with the packaging of all the tech equipment. However, making sure about the network security and infrastructure is the prior task you need to wind up at the initial stage of moving. Getting done with the networking is daunting but, you can make it happen by hiring a reliable networking agency near you. They will help you safely disconnect the networking from your old office and assist you in setting up all the wires and networking at the new space.
Updating company or office addresses has become quite easier with Google. Follow the steps to get it done quickly.
One more thing you need to check is the lease for your old office. You can move out to your old premise only if your lease is clear. No lease dues mean no hassle in moving out to your old premises. Also, make sure you get all the deposits from the property owner you paid for your old office. This is the best way to be wholly prepared to move to a new space.
Try to make the most out of your packaging stage so you can load and move freely to your new office space. Do it with strategic planning, like assigning a particular member of every team to oversee the packaging of their department. Of course, your responsibility also includes examining packing procedures, layout, and packaging supplies of everything packed for the move.
No matter the physical or digital files you have, you have to keep them safe until you settle down in your new office. Archiving the old files is a super cool alternative to avoid file corruption or loss. Besides, you can also prevent it by using file state tools and software available all across the market.
No one can afford data loss, and for that, you have to take special measures to protect your data from unauthorized access. Availing data security from reliable sources can help you win the race with safety. If you want to have fool-proof security of your data, ask your service provider the types of data security services they offer to their customers.
As you’re leaving your old office, but you’ve to leave it clean as you hired it years back. But, on the other hand, organizing things in a clean new place is a must as it helps boost the environment and employees to get settled. Now it’s your duty to arrange cleaning services at your old and new office space to organize everything systematically.
So, you’re all set to move to your new office space, but have you taken all your system data backup and placed it safely to an associated server? It’s most important to take backups from all your systems while relocating to a new space as you have to settle down and resume your work ASAP. Here are a few mandatory steps you can opt for data backup process!
Following up with the moving company is the most important job you need to do while planning for the final office relocation. There are many aspects to consider about office relocation that you should discuss with the movers you hired. Asking a few questions like how much time it will take to move your office, the safety measures the staff will take, the overall cost of the move, etc., can make you aware of every step of your move. Take a look at each of the considerations.
It entirely depends on the belongings you want to relocate to your new office space. If you have a big office to relocate to a new place, it might take several days to pack the small stuff for moving. But hiring reliable and professional movers can take your load off to your shoulders by helping you get rid of office packaging and moving chaos.
A typical office with lots of stuff can be moved to a new location within one week, including packaging, data backup, and relocation. Contact a trusted and the best moving company to get an exact office move estimation.
It would be best to ask your packers and movers various important questions while planning for an office move. Considerations when moving office can include a variety of questions like:
Insurance is essential when you’re moving to a new state, place, or office. Your belongings may already be protected when your insurance provider offers business moving insurance for your corporation. If your insurance provider does not offer coverage for the office or business move, you may request coverage from your hired moving company. Here, the major question arises: how much moving insurance will you need to protect all your office items against breakage or any other damage.
Connecting with your moving company can help you determine the amount of insurance you need to cover all your business material under the insurance. They will figure out the amount of coverage you will need for business moving based on the value of items you’re moving. Keep in touch with your movers for detailed information.
There are difficulties and challenges in packing and moving an office or business things as you or a part of your staff are likely to need working throughout moving. However, trying a few tips can help your IT setup for a new office without hassle. You can do it by taking the assistance of an IT department moving agency.
The big move is over, and your moving truck has left everything at your new office space. The most important task is to settle into the space you’ve given as your working space so you can get back to your work soon. Check out a few final things you need to think about while arranging stuff in your new office space.
Before setting the furniture to the new space, consider whether keeping the old furniture is a good idea or not. Poorly made or old furniture can cause health problems to employees and sometimes result in a significant loss. You can find fully moveable and ergonomic office chairs or furniture to give your employees a modern and comfortable place to work. Besides, you can renovate your working area or office into comfortable workstations.
Creating a variety of workspace environments within the office adds extra charm and flexibility to the employees. Whether it is workstations, coffee areas, or conference rooms, you have to give each area equal preference while prioritizing variety for office shifting. You can also ask for the best prioritization techniques from your movers to get everything done with finesse.
IT should be set up to provide the best office and desk arrangements to your employees; you have to talk to your IT department about the best ways to organize space so everyone can get access to the technologies they need. A few essential things you need to consider include storage for technology, location of printers, proximity to outlets, video conference equipment, space for projections, and wi-fi routers.
Involving employees in the office relocation and organization make the process easy and more lively. Research shows that employees find higher job satisfaction when superiors allow them to be involved in the office setup and planning. The process may include letting the employees set up the furniture the way they want and give their thoughts on different office organization things.
Good lighting plays a significant role in boosting physical and mental health, productivity, mood, well-being and reduces depression. In fact, an American study says that around 68% of people are not happy just because of the lighting and environment within the office and around their workstations. Natural lighting is ideal, but it cannot reach everywhere, especially interiors or small cubicles; thus, arranging modern lights are required to make the environment employees friendly.
It’s not good to work in a dark and non-lively place, but it’s also not the way to overdo the décor that distracts employees' minds and hampers productivity. Adding a little creativity to the work areas goes positively and helps people keep energetic and work even better. You can try placing artwork, office plants, inspirational quotes, and company branding to make workstations and the entire floor a creative place to work.
With the increase in technological advancements and globalization, office or business relocation has become common these days. But don’t think it is an easy job to get done, as it takes a lot of effort and time to organize everything in old and new office space. So keep these factors in mind and start looking for the best and reliable office moving company near your area. Hiring them can give you the utmost convenience and comfort during your packing and moving journey.
Call the top-rated moving company today to hand over your office relocation.
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