10 Tips for Moving Offices

Moving offices can be just as complex as moving houses, if not more so, particularly when you have to deal with office supplies and equipment.

Deadlines and responsibilities don’t take a break while you and your team prepare for the relocation; be it an IT support service contract, an office cleaning company or something else. Juggling between regular work duties and sorting and packing office items makes the office move even more daunting.

However, there are strategies to ease this process. From crafting a foolproof relocation plan to ensuring utilities are operational upon arrival at the new location, there are steps you can take to simplify the transition.


1. Thorough Planning Is Key


A comprehensive and well-organised plan is crucial when relocating offices. Allocate ample time to plan and coordinate all aspects of the move. Consider elements such as:

  1. Establishing a timeline
  2. Setting a budget
  3. Creating a moving checklist

It’s also beneficial to familiarise yourself and your team with the layout of the new office space. Having a floor plan streamlines the process of determining where existing items will be placed and identifying any additional needs for the new office.

Allow several months for planning the relocation and additional time for preparation to ensure a smooth transition.


2. Engage Your Team with Specific Responsibilities


Engaging your team in the relocation process is essential due to the numerous tasks involved. Designate a moving manager to oversee all aspects of the move and delegate tasks accordingly.

Your IT support team should focus on technical aspects and data migration well in advance to minimise disruptions to business operations.

Each team member should be responsible for organising their workspace, while someone should oversee communal furniture and equipment.


3. Select the Right Removals Company


Hiring a reputable removals company can significantly streamline the office move. In addition to transporting belongings, consider opting for a comprehensive commercial removals service that assists with packing, unpacking, and arranging office equipment.

Although you may have sufficient manpower within your staff, a removals company offers expertise, experience, and specialised tools to ensure a smooth transition without the risk of damage to items.

Choosing the right removals company depends on factors such as company size, number of employees, amount of equipment, moving schedule, and budget.


4. Communicate with Stakeholders


Maintaining communication with vendors and customers about the office move is crucial for preserving relationships and avoiding disruptions. Notify them through memorandums, email campaigns, newsletters, and social media updates well in advance of the move.


5. Declutter Your Office


Similar to moving homes, relocating offices presents an opportunity to declutter and upgrade essential items. Consider replacing or disposing of outdated electronics, furniture, paperwork, and redundant office supplies.

Organise clearance sales, donation drives, or disposal methods for unwanted items, and consider storing documents and equipment not needed for daily operations in a storage unit.

By following these steps, you can streamline the office relocation process and minimise disruptions to your business operations.


6. Establish a Consistent Packing and Labelling System


Developing a structured packing and labelling system for your company’s everyday items and equipment is essential to prevent loss or misplacement. Proper labelling facilitates smooth unpacking, while numbering or colour-coding boxes streamlines packing and transportation.

When packing computers, adhere to the following guidelines:

  • Securely wrap and tape each piece of equipment to prevent surface damage
  • Avoid placing computers in boxes to prevent movement and potential breakage
  • Refrain from stacking computers on top of each other or placing items atop computers to avoid costly damage
  • Disconnect detachable cables and store them separately to prevent damage to ports and pins during transport. Keep backups of computer data to mitigate risks associated with equipment failure


7. Gradually Move Non-Essential Items Before Moving Day


If access to the new space is available before moving day, consider relocating small, non-essential items such as indoor plants, surplus workstations, and extra equipment in advance. This early move-in reduces the workload on moving day and minimises removals company expenses.


8. Ensure Completion of Necessary Paperwork


Before the office relocation, secure and file all required building, moving, and business permits. Update your address on legal documents and billing statements promptly to avoid fines or additional expenses.

Update your company website, letterhead, business cards, and Google NAP information ahead of time to save on printing costs and prevent sales disruptions.


9. Verify Utility Services Before Moving


Ensure electricity and internet services are operational in the new office before the move to facilitate a seamless transition for your team.

Consider hiring professional cleaners to ensure the new office is clean and inviting. Arrange for inspection of HVAC systems before the move to address any potential issues promptly.


10. Create an Office Inventory


Consider creating a detailed inventory of all office items and equipment before the move. This inventory should include descriptions, quantities, and current conditions of each item.

Keeping an organised record will help ensure that nothing is lost during the relocation process and will streamline unpacking and setting up in the new office space.