It doesn’t really matter how long you’ve been in business for, the chances are you are going to outgrow the space that you call your office or you’ll be excited to modernize it at some stage. When this happens you have to be able to plan your move, and that takes some time. 

One of the easiest ways to streamline the office move is to outsource and get help from companies such as SMARTBOX Solutions, Inc., as they will be able to help you with packing and storing and moving all of your belongings. The good news is that with some help you can execute a full streamline of your office relocation and make your brand-new office the place to be. In this article, we are going to help you to learn how you can streamline this giant move and make it as easy as possible.

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• Get help. From packing and cleaning to organizing, rope in all of your employees and outsource where you can. Your internal staff can help you with your move; you just have to reach out and ask for it. Don’t be afraid to say that you’re feeling overwhelmed and you’d like a hand. Moving as a big job and trying to do all of it yourself is only going to be distressed and potentially forgetting what you need to get organized. Rely on your team and they will help you.
• Lists are your friend. Making office inventory can help you with your relocation before you pack anything, get to know everything that you have in the office that you are planning to move. You’re going to be inundated with different supplies and you’re going to have a lot of things that you need to declutter. A list is going to help you sift through all of this without making you feel like you should put your brains out. You can then give that list of everything you’re moving to the moving company and they will be able to ensure that nothing goes missing.
• Go ahead and ready the new office. Before you move all the business equipment in, call the cleaners and ask them to clean your new office thoroughly for you before you do that. Preparation is key and it gets your new office almost all the way there before you even move in.
• Don’t forget to label everything. From your furniture to your boxes, everything must be labeled as to where it’s going to go. We are looking to streamline this office move, aren’t we? That means you need to look at how you can make sure that everything goes to the right place in the first place. You want the whole thing to go without a hitch and that means having everything in the right rooms. If you’re using a packing company or a moving company to help you to pack and clutter, this is going to be so much easier.

Finding a new office, the moving process, and trying to maintain daily operations are just a handful of the tasks you may be juggling with an office move. Even if you are a seasoned mover that has jumped from home to home, it is important to note a commercial move is usually a much larger undertaking that presents different challenges. For this reason, it can be very easy to forget or simply not think of tasks that should be done during your office move.

Here are 5 things you may have never thought of:

1. The Timeline

Start searching for a new office lease 6 months before your move date. We realize that some circumstances may not allow this time cushion, but half a year is the ideal amount of time for you to find a great space, as well as make any necessary changes or upgrades before move-in day.

Office setup may include installing fixtures, running internet or phone wires through walls, and general furniture setup. All of which should be done before the move. Doing so will cultivate a more relaxed environment from the get-go, allowing employees to adjust quickly to their new environment. After all, who can work comfortably if they are constantly shuffled around for installs!

• The Commute

Hopefully, you have considered if your new office area can accommodate employee parking, but what about those who rely on public transport?  If a lot of your employees take the bus, train, or subway to work, we highly recommend that you look at how the move will impact their commute. If your new office is in a location that isn’t easily accessible, you may find employee happiness declines. Or, worse, potentially lose key team members.

If you are unsure of how your employees commute to work, be sure to ask. It is better to find out now than later.

• The Communication

Like in many areas of business, communication is key to a successful office move. You need to set up an internal and external communications plan to keep clients and employees in the loop.

Internal: The news of an office move can leave employees with fear of the unknown. They want to know what this move means and how it will impact them and their job. It is best to schedule a meeting as soon as possible to let them know what is happening and field any questions. From there, be sure to keep them in the know with emails or subsequent meetings.

External: Letting your clients know you have moved should be a top priority. After all, your business probably relies on their patronage. Beyond sending out an email or a letter to inform them about the move, you may also want to update your address on:

• Social media pages
• Your website
• Online directories
• Marketing materials
• Email signatures

• The Clutter

It may be tempting to try to move your stuff to the new office as quickly as possible, but if you go with that method, you will be missing out on a huge opportunity. Moving your office is the perfect time to declutter. By decluttering your old office before the move, you can help make your new office more organized and efficient.

Here are 2 great places to start:

File Cabinets: While it is true that in some cases that technology can hurt your productivity, scanning your paper files to create digital copies can eliminate the need for filing cabinets. This can help ensure information is easily accessible to everyone in the office, which in turn can boost productivity. Not ready to go digital? At least shred files that are no longer needed.

Technology: Whether you have a technology graveyard stashed away in a supply closet or just have outdated and unused technology sprinkled throughout the office, now is the time to get rid of it. A good rule of thumb: if you have replaced it or haven’t used it in the past 2 years, donate it or toss it. This rule can also apply to any other odds and ends floating around the office.

• The Professionals

There is no doubt that professional movers can provide you with the experience, resources, and manpower to move your office quickly and efficiently, but have you also considered using a move manager?

Hiring a move manager or office relocation expert can greatly reduce your moving to-do list. They are solely responsible for the move, and a good one will take on this responsibility while disturbing daily operations and other employees as little as possible. A few things a move manager can do is find quotes for moving companies, schedule installs, ensure access to the new building on move-in day, and keep employees informed. An absolute game changer—and stress saver—for those that already have fully scheduled days.

While an office move may certainly hold promise for your businesses’ future, there is no doubt that it can be quite a trying journey. Make sure to create a checklist and plan that details everything that needs to be done before, during, and after your move. With our list and a little careful planning, you should be able to get settled into your new office in no time.

For many entrepreneurs, the day when they need to move their company into a larger office is something that they dread. Sure, it is certainly an exciting time for the business as it means that it is growing enough to take on new staff and more projects, but the big move can be extremely stressful. After all, you will probably already know how bad it can be to move house – well just imagine trying to do that along with all your employees and trying to transport sensitive paperwork and a whole computer network!

Don’t worry too much, though; the truth is that moving office doesn’t have to be super stressful. At least not when you have these tips!

Do It At The Weekend

It’s up to you when you move, but most entrepreneurs prefer to take care of theirs at the weekend. That way, they don’t need to worry about any midweek downtime that could affect their work. By moving on a Saturday you won’t have anything else to worry about, so can get your head down and focus solely on the move.

Get All Hands On Deck

It’s a good idea to get all of your employees to help you out. Yes, even if you are moving at the weekend! You might want to offer everyone an extra holiday day to make up for having to work a Saturday or Sunday. But having all hands on deck will help get everything done a lot quicker than if it is just you.

Use A Moving Company

Your employees aren’t the only people who you need to get to help you out. You should also hire a firm like Bekins Moving Solution who are specialists in office removals. They can even help you pack if you are short on time for taking care of that yourself. These moving companies have plenty of experience moving businesses from office to office, so can help you move as efficiently as possible.

Get Plenty Of Insurance

Things can go wrong during a move and things can go missing or end up damaged. So, you should find plenty of insurance to cover all of your office’s contents. Even though the moving company will have insurance, it’s a good idea to get some yourself so that you are completely covered.

Consider Your Office Layout Before The Move

You should draw up a plan of your new office before moving day. That way, you can plot out where all the power points are and then plan where you will place all of your furniture. You then know where everything is going to go before it gets to the office. If you don’t plan the layout, then you might end up with desks that are too far away from wall power points, and you could spend quite a bit of time moving heavy furniture around!

Moving an office can take quite some time but as long as you use all of these tips, you should find it goes a lot easier than expected!