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Planning Your Office Relocation: A Planning Guide

Sep 3, 2008
Relocating your office can be both exciting and dreadful. This is because you have to deal with moving all of your things to another location. Depending on whether you're moving to an entirely different building or simply moving down the hall, you have the ability to make the process less daunting. How is that possible? It's possible because you can organize yourself by making a checklist of the tasks that need to be done. In this case, it should be safe to assume that you're moving to an entirely new building and that you have known it for a while. Employees usually know of such moves well ahead of time because the company is having the new building readied so that it can handle all of the hustle and bustle that will be taking place inside of it.

So below is a guide for you to help you make the moving process go as smooth as possible. Whether you're moving just your office or everyone's office, this will certainly come in handy.

2 months before moving day

- Create a master task list of everything that needs to be done before the move
- Hire a moving service who will effectively move you and all of your employees
- Order signs to let clients know you're moving
- Employ a commercial cleaning service
- You'll need to order plenty of change of address labels
- Order the internet access for the new location
- Take care of your phone service
- Design how you want your office to appear
- Order anything that you're going to need for the offices such as furniture

1 month before moving day

- Assign each employee their office space
- Throw away junk and get rid of any clutter
- You've received the change of address labels. Send them to customers and venders
- Be sure to update your website
- Get quotes on insurance for the new office space
- Arrange for hardware move, such as copiers and computers
- Order some type of security system
- Get copies of keys or security cards made
- Update financial records and order checks with the new address

A few weeks before moving day

- Inventory printers, computers, and furniture
- Put any property that won't be moved to the new office in storage
- Acquire moving crates
- Start packing up the common areas
- Have the phone service installed in the new building as well as furniture moved there
- Order the utilities
- Notify postal service of change of address
- Order stationery with new address

The week before moving day

- Map out the new location
- Pack up personal spaces such as desks
- Label all packed items that are going to the new location
- Back up data on computers
- Clean the refrigerator and defrost it
- Distribute the new keys
- Finish any last-minute items on your task list
- Have employees guide the movers to the right offices

Moving day

- Keep most employees out of both of the offices
- Provide meals to the movers and the staff who are helping
- You can use coded signs to guide the movers
- Move plants
- Make sure old office is cleaned
- Collect old keys

Success!

It may seem like quite a lengthy list, but this will serve as a great guide to get you going. If you have any other tasks that need to be done, such as ordering, then you need to make sure those things are completed at least a few weeks before the move. That way you have very few headaches and you are on your way to enjoying your new office without memories of pure chaos.
About the Author
Moving company Canada provides reliable movers for residential or commercial purposes with branches across Canada and the United States.
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