There’s nothing easy about packing and moving an entire office full of stuff. But with the right approach, it’s totally possible to simplify the process, cut down on stress, and streamline your office relocation. At Ace Moving & Warehousing in Rochester, we understand the (many) complications that often accompany office moves, and we’re here to help. Below, we’ve outlined 7 valuable tips that will help ensure you and your team experience the smoothest office move ever.
Tip #1: Set Your Moving Budget
Has your team decided on a moving budget or even a ballpark figure? If not, schedule a meeting with your financial team to discuss expenses before you ever pack a box. Moving can get pricey quickly, especially for large offices that have a considerable amount of stuff to transport. To help control costs, as soon as you know a relocation is under consideration, start planning how much money your company can afford to allocate to the move.
Tip #2: Start Planning Your Relocation as Early as Possible
One of the most important steps in planning a smooth office relocation is creating a timeline to keep everyone on track. Start by outlining each essential phase of the move, such as leasing a new location, hiring a moving team, decluttering the office, packing each department, and so on.
As you create this timeline, make sure you’re realistic about the amount of time you’ll need to complete each major task. To ensure the timeline works well for everyone, get the entire team on board with the process (or at least all team members who will be involved in the move). You can start with a rough outline, and depending on how early you begin planning, you can gradually refine the timeline based on team member input.
Keep in mind that most small offices require a minimum of three months to prepare for a move, while most medium and large offices require six to eight months or longer.
Tip #3: Hire the Right Moving Company
When you’re moving an office, no matter its size, one of the most important tasks you’ll complete is hiring a moving company — make sure you choose the right one! Here’s what to look for when pricing out commercial relocation specialists or office movers:
● Valid insurance and licensing
● Experience relocating offices
● A solid reputation (look for online reviews)
● Pricing that’s in line with industry standards (don’t immediately opt for the cheapest quote! You’ll get what you pay for.)
Keep in mind that not all moving companies specialize in commercial moving services or have experience transporting expensive office equipment. Don’t hesitate to ask for details about the company’s process as you gather moving quotes, and inquire about any specialty services they offer to expedite the relocation. Ideally, a reputable office moving company should offer a full suite of services, including crating for large items, full packing services, move plans, and logistics help if you require it.
Tip #4: Assign Employee Tasks
After you’ve decided on your moving company, it’s time to build your in-office moving team. If you’re moving a medium or large office, consider appointing department heads or volunteers to coordinate move tasks for each team. It might sound like a no-brainer, but make sure you coordinating team stay on top of individual employee tasks like:
● Packing up personal items from desks
● Gathering important files and disposing of documents properly
● Properly backing up important information
Appointed team members can also help you identify potential snags in the moving process, issues with the current space, and if necessary, solutions for maximizing the utility of your new space. If you’re moving a small team to a new office, you may need to assign everyone a few move-related tasks to ensure you adhere to your relocation timeline.
Tip #5: Design the New Office Layout
When you’ve decided on your new space, make sure you get a blueprint of the floor layout and compare it against the layout of your current office. If there are space or organization issues with your current office, identify them as early as possible, so you can avoid those same problems in your new location. Things to consider when designing your new office layout include:
● Location and quantity of electrical outlets
● Size of the reception area
● Amount of usable work space how to arrange desks or cubicles within those areas
● Layout of cubicles or desks
● Available storage space or spaces that can be converted into storage areas
Depending on the layout of the new office, you may need to hire carpenters or electricians to outfit the space with more wiring, temporary walls, added cubicles, etc. to better accommodate your needs. It’s best to begin designing your new office layout as soon as you can get your hands on a floor blueprint. That way, when your office movers unload and unpack, you won’t run into unexpected issues while situating your equipment inside the new space.
Tip #6: Review Progress Frequently
To ensure your move adheres to your established timeline, schedule regular check-ins with your appointed move team to assess progress. Communication during an office move is paramount, and without ongoing updates, stress and confusion can mount quickly. As you get closer to your appointed move day, schedule meetings more frequently to ensure all employees are on track with their assigned tasks.
Tip #7: Keep In Contact With Clients and Vendors
Last but definitely not least, don’t forget to maintain close contact with clients and vendors who visit your office! Even if you don’t see a particular client often or work with a certain vendor very frequently, you need to keep your contacts informed about your relocation so they don’t show up at a deserted office — or worse, take their business elsewhere.
To keep people from falling through the cracks and ensure miscommunication is kept to a minimum, it’s best to assign this task to a single staff member. Have this person communicate with each contact concerning where your new office is, how you plan to conduct business during the relocation, and when the process is slated for completion.
Looking for Rochester Office Movers? Contact Ace Moving & Warehousing Today
If you’re planning a commercial relocation in or around Rochester, MN, don’t hesitate to get in touch with our team at Ace Moving & Warehousing. We specialize in a wide variety of professional moving services designed to streamline commercial relocations and have proudly served the Rochester area since 1958. To learn more about our services or request a fast moving quote, give us a call today at 507-288-3341 or send us a message, and we’ll be in touch!