Planning an Office Move

Designate a Project Manager

Moving should be treated like any other project- there needs to be a person in charge. Depending on the size of your business, this might be the owner, a manager, a vice president, or a department head. This person will handle the big-picture planning of the move and may delegate tasks to others.

Key Planning Responsibilities

Talk To A Moving Company

Some might say that budgeting for the move should be the first step, but moving is something people only deal with sporadically – except for moving companies. Talk to a moving company or two to get an idea of what to expect, and then budget decisions can be made afterward.

Communicate With Employees

Communication is crucial in business, and an office move is no different. Throughout the process, employees must be informed on things like timeline, packing and day-of-move responsibilities, new building location, and new building access to help the relocation go smoothly.

Book A Moving Company

Your moving budget and needs may call for one or the other, but making your arrangements at least one month in advance is essential. Our home moving checklist and timeline may help you plan your office move.

Create A Moving Day Timeline

Talk with the moving company to create a timeline. If not, the project manager can create one with the help of other key people involved in the move.

Create The New Office Floor Plan

The floor plan for the new office is an often-overlooked piece of the moving puzzle. Figuring this out before the packing stage will be a huge help for labeling items, and if the labeling is done right, everything will settle into the new office much more quickly.

Moving Logistics

Create an Inventory

Inventory should be completed before packing for the move. This is an opportunity to create documentation in case anything is lost during the move and decide what items should be replaced rather than moved.

Order Moving Supplies

Boxes, packing tape, packing material, and labels should be ordered at least two months in advance so that packing can begin as soon as possible. Nothing throws a wrench into a smooth move like frantic, last-minute packing. Unique Movers can supply everything you need. Just let us know!

Packing & Labeling

Figure out what can be packed six weeks in advance, a month in advance, two weeks in advance, and so on. Packing in stages like this will help the office chip away at a big job and avoid last-minute panic. Label everything with as much detail as possible and the new office’s location. Contact Unique Movers for full-service organizing and packing!

Business Practicalities

Notify Vendors, Clients, & Partners

Everyone you work with needs to know about your upcoming move in advance. You don’t want to miss out on business or lose invoices because someone didn’t get the new address.

Change Your Official Mailing Address

Notifying the postal service of your move will help ensure that you don’t miss mail from people you forget to notify. Mail forwarding can be easily set up online or at a post office.

Order New Print Materials

As part of the relocation, you’ll need to replace any print materials that contain your address. This includes business cards, stationery, envelopes, etc., to ensure accuracy and professionalism.

Update Online Sources

Most businesses these days have their information plastered all over the Internet — websites, Google Maps, Facebook, and other online sources will need to be updated.

Arrange for Services at the New Location

This big one must be done weeks before the move to ensure as little interruption to business as possible. Identify and contact your new location’s service providers to ensure everything is up and running as soon as possible.

Old Office Loose Ends

• Clean up after the office is empty.
• Talk to service providers so you don’t continue getting charged for services.
• Gather up keys or access cards to the old building.

There’s no shortage of things to consider when planning your office move, but now you have more of an idea of what you’re getting into.

Contact Unique Movers today for help planning your move, purchasing moving supplies, or removing items that won’t make the trip! We are experienced in various moves and would love to help your office transition smoothly to a new location.

Ready to move? Fill out our contact form or call (320) 237-3776. We’re here to provide an expert moving and packing estimate and discuss the best options for your move!