Office Moving Checklist
When you are moving an office, irrespective of its size, it is necessary for you to take certain steps to ensure the removal is efficient as well as quick. If you don’t the necessary steps, you might encounter several problems that might give you much headache and delay the whole move.
To help you move your office without any problems and on schedule, we have compiled a comprehensive checklist.
Before Your Office Move (Planning)
- Spend some time to understand your new office’s floor plan. This will help you chart out your sitting arrangements. It is important that you plan where who’ll sit in advance. Otherwise, there’ll be utter chaos on the first day at your new office.
- Every desk should be assigned a number. The most effective way to do this is by sequentially numbering your desks. However, assign a unique number range to every department. For instance, you can reserve 25-45 for your HR team, 45-60 for your marketing team, 60-70 for your IT team, and 70-85 for your content team.
- Assign a unique number to each cabin and number cabins sequentially, just like you’ve numbered desks.
- Communal spaces can be numbered. Alternately, you can name them, too.
- Spend some time with your IT team to chart out a moving plan for your servers and other expensive IT equipment. Ideally, you would like to move your servers in phases and before the moving day.
Before Your Office Move (Communications)
- Removalists – Create multiple copies of the floor plan of your new office. Send a copy to your office movers team in advance so that they know exactly what needs to be done.
- Employees – Ask the head of each department to brief his or team about where they’ll sit and the cut-off time for packing. Also, send an official mail regarding the cut-off time to all the employees. Let them know that if they fail to pack something before the cut-off time, that thing will be thrown away.
- Employees – A few days before the actual move, mail your new office’s map to all employees. In addition to it, also mail them information pertaining to parking.
Before Your Office Move (Packing)
- Each employee should be given his or her allotted desk number
- Tell all your employees that they should number their things, including PCs as per their seat number. To avoid confusion, it would be best if they also write their name on their things.
- You might be better off by emptying the file cabinets before moving them. If this is not possible, ensure they are taped closely
- Use plastic bags for storing keyboards, office phones, cables etc. Ask the employee to number their plastic bags appropriately.
- Your employees should take their office laptop home rather than packing them with other stuff.
- Items in the shared areas, like the common room, should be labeled much like the same way.
Before Your Office Move (At the New Office)
- To help the professional movers move swiftly in your new office, post easy-to-understand signs at various points, like “from 100-200, turn right”.
- Number different spaces in the new office according to your seating plan. For instance, if the first few rows of the first floor are for the content team, put up this sign there. This will help the removalists to place desks, seats, etc., accurately.
During Your Office Move
- On the move day don’t forget to place at the minimum one employee on each location. More often than not, multiple removal trucks are required to relocate an office. When one truck is used, typically several trips need to be made. In either of the two cases, you would need someone at both the locations.
- Ask your office removal team to first complete one specific area before moving on to the next one.
- You should delay connecting phones, computers, and other electronic stuff until all your things have been moved. More often than not you’ll be able to connect these things only the next day. Therefore, you would be better served to move office things on Saturday. This would be you a full Sunday to set up your phones, computers, etc. This, in turn, will help prevent or limit downtime when your employees come in on Monday.
- If possible, create personalized labels for all the desks. The label should have the employee’s name, their photo, and job title. With this small gesture, you’ll make the employees feel welcomed in their new office.
Before the First Day in the New Office
- Spot-check all facilities. Make sure toilets are clean and functioning well.
- Check the walkways of your new office
- Put up signage with easy-to-understand directions. This will help your employees to navigate through, particularly if the new office building is huge.