There’s a common saying that change is good, but let’s be honest: most of us utterly dread change and aim to avoid it at all costs.
That said, if you’re planning to move offices shortly, it doesn’t need to be stressful. In fact, with the right planning and preparation, it can even be an exciting process!
Let’s get into the top office relocation hacks you need to know!
1. Pack Early
If you’ve ever moved to a new house, you know just how long and tedious the process can be. Most people underestimate their packing timelines. Unfortunately, you’re only hurting yourself by waiting until the last minute.
If you have a large inventory of heavy equipment, you need to plan. Consider how (and where) you will place your items during the moving process.
Packing early also allows you to save money. For example, you may be able to save on bulk boxes, tape, or other packaging supplies by comparison shopping in advance.
2. Declutter as Much as You Can
Moving is a perfect time to take an accurate inventory of all the stuff you’ve accumulated over the years. You’d be surprised that even self-proclaimed office minimalists often hold onto excess waste.
Take advantage of this time to go through your desk and drawers. How many old papers can you shred or toss? What about donating unused items to the local charity?
Not only does decluttering save you energy (and space), but it’s also good for your health! A messy office makes it hard to focus, so you’re giving yourself the opportunity to relocate with a fresh and optimistic mindset.
3. Call the Movers Early
Planning on hiring a mover that specializes in commercial moves? Congratulations — you’re saving yourself a tremendous headache.
However, do yourself a large favor and call the pros in advance. For example, the experts at Company Moves and Storage recommend contacting movers two months ahead of time. Ask around for quotes and guarantee proof of liability insurance.
Remember that you’re responsible for identifying what you need the movers to do. They’re not responsible for making executive decisions — they’re simply there to pack, haul, and relocate your stuff. If you have specific needs, you must let them know in advance.
4. Make a Checklist
What’s the best way to guarantee you get everything done? A checklist, of course! Write down everything you need to accomplish before the move.
This includes identifying the supplies you’ll need to purchase and the tasks you’ll need to finish. Double-check the list at least one week before the move and one day before the move. It’s normal for mishaps to occur, but a list should keep you on track.
5. Limit Your Box Weight
Did you know that an employee is injured every 7 seconds in America while on the job? In other words, don’t overload your cardboard boxes just because you can!
Adding excess weight can result in employee injuries. This can lead to both short and long-term problems for both the employee and the business. Furthermore, it can lead to the box breaking — which means your stuff might break!
Keep boxes between 20-25 pounds. If you’re unable to assess weight accurately, bring a scale to measure.
6. Label and Number Everything
Unmarked boxes become a nightmarish hazard once you move into your new building. Save yourself the hassle and use an organization system as you pack.
This may include color-coding and also numbering your items according to category, employee, or office. The more specific you can get, the better. The few moments it takes to write down those notes will save you tremendously in the long run.
7. Pack Computers Carefully
You should wrap each computer separately and individually with bubble wrap and tape. For additional support, consider protecting the screens with heavy blankets.
Avoid stacking monitors together. Nothing else should be in the box. Label your boxes to ensure that movers don’t place anything on top of the box, either.
8. Schedule the Utility Activation
It’s frustrating to move into a new building and discover that you haven’t set up the Internet or electricity. Neglecting this detail may not only be frustrating, but it can also be costly to you and your employees.
Make sure that you have a system for activating the heating and ventilation, electricity and Internet, and temperature and humidity levels.
Contact the utility companies and arrange to have them set up the day or two before you move in.
9. Update Your Contact Information Accordingly
This may take some time, but you will need to update your information on all the mediums you use. This includes printed materials like brochures and business cards. It also includes digital marketing sources like your website or social media pages.
Don’t forget to update all your vendors, either! Give your bank, creditors, and other relevant employees ample notice of the new address.
10. Take Before-And-After Photos
As a general rule of thumb, it’s wise to snap photos of your old and new office before and after you move. After all, you don’t want to deal with a landlord falsely accusing you of damaging the property.
For example, if the new building has stains on the carpet or scratches on the window, you’ll want to have that documented.
Similarly, you’ll also receive protection by taking photos of your old office. This will safeguard you if the new renters (or your previous landlord) claim damage.
Final Thoughts on Mastering Your Office Relocation
While an office relocation may feel overwhelming, it can be a smooth process if you prep to take care of you and your company’s needs. Stay patient with the process and give yourself time to prepare. You’ll get through it!
Are you interested in learning more about rocking your productivity in the workplace? Check out this guide today!