Step by step office moving checklist!

If you are preparing to relocate office, you will be aiming for minimal interruption during the move. Whether you are moving to a services office or co-working area with shared facilities then planning, communicating and booking Agarwal packers is the key. Although office moving is a tough task, these are the steps that you can take care of the things and ensure they are running safely. Here’s a handy guide to help you reduce unnecessary stress.

1.       Take care of the initial things

Once you have decided to make the move, start taking care of the very first steps. Ideally, you should be doing this at least 4-6 months before your final moving date.

·         Review your commercial property. If you are thinking of leaving early, it may cost a bit expensive.

·         You may also be responsible for the damages to the space that might occur during the move. Make sure you are aware.

·         Put together a team for planning, who can take the control and ne responsible for the entire moving process.

·         Start getting quotes from different moving companies, to find the best services available near you.

·         Find out whether you need to have moving insurance for important machinery and other such stuff or not.

·         Create a moving budget, to prevent you from spending over.

2.       Communicate well

Once you have confirmed your moving date, it is important to let the internal as well as external parties know about your upcoming relocation.

·         Inform your current landlord or broker and give an official notice.

·         Inform all your team members about the final moving date and new office address.

·         Prepare a list of the people you need to send your new address details.

·         Make sure your employee list and details are up to date.

·         Make sure that your client list and service list is also updated.

·         Ensure all the team members are aware of their responsibilities ahead of time.

·         Book a trusted moving company to handle the affairs efficiently.

·         Explain your IT department about the move and discuss what technology is needed for the day.

·         Notify your local partners, affiliates and suppliers about your moving plan, especially to those who will be affected by such a big change.

Important parties who should not the new address details:

·         Client and stake holders

·         Professional organizations you belong to

·         Stationary services

·         Bank and other financial institutions

·         Any food or meal offering services

·         Bottled water services

·         Telephone company

·         Service companies for printers and Xerox

·         Insurance service providers

·         Accounts departments

·         Internet service provider

·         Additional services, if any 

3.       Preparation

It is the time to seek professional help from movers and packers to transfer the equipment from your old office to the new one.

Therefore you need to:

·         Get a detailed floor plan along with the blue print of your new office space.

·         Measure the area and plan how you are going to arrange the things.

·         Create inventory of the existing furniture and other stuff.

·         Place orders for the new furniture and any other stuff, if needed.

·         Arrange storage services if needed.

·         Assign different color codes to every department present in your office. Work on a detailed plan to allocate colored stickers to each department section in the blueprint.

·         Count the number of desk and equipment that you will need and assign each employee with a particular number.

·         Book parking space and elevators for the day of your move.

·         Arrange for the cleaning services at your current office and the new premises.

·         Finalize the access codes and security for your new office.

·         Make a detailed moving day plan and circulate to the other employees.

·         Draft a list of emergency contact numbers for everyone who is indulged in the move as well as building management.

What should your planning team be discussing at this time?

·         Assigning a member of each team to lead and manage their department’s packing responsibilities.

·         Discuss the packing procedures and layout with the team.

·         Creating directions to the new location, including details on parking, public transport etc.

·         Determining an innovative way to label laptops, screens, hard drives, keyboards, pen drives etc.

·         Deciding who will stay at the current office location until the last moving truck has left, and who will be going to the new office location to supervise and handle the things.

·         Ensuring that a key, access codes and security information is available.

4.       Creating the move

Once your moving day arrives, you should feel fully prepared. Here are some ways to assure that everything goes well.

·         Keep an emergency contact number printout with your personally.

·         Create a budget for providing refreshments for the moving team and internally working employees.

·         Make sure that all technologically built equipment, computers, phones etc. are moved first.

·         Decide a date for telephone lines and systems to become operational at your new office space.

 

5.       Settling in your new workspace

The big move is completed now! Now it is the time to get the things setup at your new working space, so you get back down on managing and re-conducting your business affairs.

·         Ensure that all areas are clearly defined to the employees.

·         Ask you IT department to set up all computers and equipment.

·         Call service providers to set up telephone lines and systems.

·         Update your company’s official website with new contact information.

·         Perform a thorough check of the premises, and inform if any damage occurs soon to the moving company if needed.

·         Ensure that your insurance has been transferred.

·         Examine all invoices and payments.

·         Plan an office-warming party.

Finally, you did it. Congratulations on your safe office transfer.

If you are currently searching for office space to shift, you can surely get in touch with Agarwal packers and movers for the best moving assistance. They have a dedicated team to look after the moving affairs related to office, household, vehicle, etc.

Happy Moving!