Relocation Checklist for Moving Your Office
Office moves can be challenging, but they don't have to be stressful. With an office moving checklist, you will know what needs to happen (and when) before the big day.
A checklist will help you understand whether your office needs a deep clean before you relocate and how long it will take if the cleaning is left until after moving. Even with thoughtful planning, accidents can happen that cause a mess or, worst case, damage, that requires more than a simple deep clean. In this case, professional restoration services are available to help restore the damage done during the move.
It can be hard to know where to start, but this office move checklist will help walk you through the process to help your relocation goes as smoothly as possible.
Before You Move
Before your move, have an office move checklist so that you don't forget anything. If you are hiring movers, write down everything they promise or ask of you, so there aren't any miscommunications on moving day.
You’ll also want to think about:
- Setting a budget – Moving an office can be expensive, so it's best to set a budget before you start planning your move. This way, you'll know all the costs you need to factor into your move so you won't have any unexpected expenses later on.
- Reviewing the lease – If you are in a lease for your office, make sure to go over the terms with your landlord. You will want to check whether or not there is any penalty fee if you end up breaking it early. This way, once everything is out, and the new location is ready, moving won't be an expensive hassle.
- Shopping for moving companies – Before you pick a mover, it's best to do your research. Get quotes from multiple companies so that you can compare prices and make sure the company matches up with what is promised on the quote.
- Setting a moving date – One of the most essential pieces of advice is to select a moving date. You want to give yourself enough time for packing and cleaning.
- Notifying employees, landlords, clients, and shareholders – Create business relocation letters for employee shareholders, clients, and your landlord ahead of time. This will allow them to make preparations for when you move out and how they can contact you during this transitional period.
- Reviewing inventory – Before you start packing, go over the inventory and ensure that everything is accounted for. You will want to photograph each item so that there aren't any losses during transportation.
- Setting up utilities – This includes electricity, gas, and water. You want to ensure that these transfer over before you move so that your office remains functional.
- Initiating access cards, keys, and parking passes – Make sure that you’re able to get employees the access they need before your first day in the new space. It’s also wise to test to make sure that all access devices are working accordingly.
- Planning for storage – If you plan on storing any of your office equipment or furniture, make sure to have a location in mind, and a plan for getting the items safely to the space.
During Your Move
It's important to ensure that nothing gets damaged and that everything is correctly accounted for when moving begins. Here are a few steps to take during your office move:
- First, do a walkthrough and assess any damage – Go through the office, check for any damage, and ensure all of the dirtiest places in the office are clean. The benefits of a clean work environment cannot be underrated and will make the space feel that much more comfortable.
- Set up the offices and layout – Set up the layout and ensure there is enough room to walk around. Get a feel for how you want the office to flow. Be sure it's comfortable yet organized.
- Unpack and take inventory – Unpack all your items and compare them with the inventory list you made before the move. Intentionally give everything a place as you unpack.
- Make sure utilities work – Test all the electrical outlets and plumbing systems. Make a note of any issues.
If any damages or repairs are needed, make sure to contact the landlord as soon as possible, and keep a record (both written and photographed) of any issues you’ve found and addressed.
After You Move
After your move, you need to ensure that everything runs smoothly and your new office is ready for work. You’ll want to make sure that you:
- Confirm the termination of the old lease – If you had a lease, it's essential to confirm that the old one has been terminated and processed accordingly.
- Submit a change of address – Update your mailing address, business cards, printouts, and social media accounts. Make sure to do this as soon as possible, so your customers and clients know where to find you.
- Notify clients and shareholders – Notifying clients and shareholders of your new office address is crucial. You don't want to lose any business or have difficulty communicating with them because they are confused about your location. Make sure to update company websites and any citations that your business has online as well.
- Clean up the old office – Ensure that the old office has been thoroughly cleaned before you turn over your keys to the landlord or management company.
When you’re cleaning out your old office space, you’ll want to especially keep an eye out for water damage, mold, or fire damage, all of which will benefit from professional help to clear and clean up.
If you find extensive water damage in the space you’re leaving, you'll need water damage repair and restoration services to help you make sure the space is properly remedied. If your water damage has prompted molding, you'll need the assistance of mold remediation and restoration services to help clear out all infected areas. Additionally, if you've discovered any fire damage, it's critical that you contact a professional fire and smoke damage repair and restoration services to get the office back to normal.