If you are the manager or business owner, there’s much to think about if you need to relocate your office. As you read over these suggestions, remember you shouldn’t try to do everything yourself. Divide the responsibilities and conquer the move. Here is an office move checklist with 20 items to cover all of the possibilities.
Office Move Checklist for Managers
- Make (or commission) a new office plan for individual workspaces and furniture.
- Make a chart of what computer hookups are needed and in what order.
- Start the new office off right by deciding what could be in storage, allowing for greater space for employees and customers/clients. Business storage services can be very affordable.
- Hire professional movers for furniture, large equipment, and boxes. If it is a small business and you expect employees to help with the move, be sure to check about liability issues.
- Arrange for a storage unit, especially if your new offices are smaller than your old ones or if you are merging offices.
Prepare for the Big Day
- Determine how much downtime your office will need to handle the move. Even if you move on the weekend, you will expect downtime on the Friday before and Monday after.
- Make sure any clients and vendors know you are moving and that you will be out of reach during the move window.
- Talk to internal IT or a consultant about what needs to be done to ensure a smooth transition.
- Put the appropriate person in charge of making sure all computers are backed up, all equipment is counted, and conditions are right for the move.
- Talk to the landlord or utility about making sure your electricity and water are on the day of the move.
Engage Employees in the Moving Process
- Train managers to give directions on what to pack and when to pack it.
- Plan on one or more meetings to explain the process to employees.
- Clearly state your objectives, company responsibilities, and employee responsibilities before and during the move.
- Make sure employees know how to label furniture, equipment and boxes to make sure it all ends up where it needs to be.
- Provide all the boxes and related supplies needed for moving.
Ready, Set, Move!
- Establish what employees are expected to do on moving day. Who is needed at the old site? Who should be at the new one? Who should stay home?
- Establish a clear chain of command to field questions and address problems.
- Arrange for IT to be in charge of computer hookups on the day of the move and perhaps a few days thereafter as needed.
- If possible, set aside employees who could actually field vital calls and emails from clients or vendors. With laptops and cell phones, this is easy to do, but don’t expect it to happen naturally. You need to determine what can be
handled in this manner and who should be in charge of making it happen.
- Schedule meetings the day after the move to assess progress and get employees back on track. Depending on business size, this may be done on a departmental basis.
Employee Office Move Checklist
If you are just an employee, there’s still a lot you can do to make the move more successful. Here’s a checklist that you can follow or perhaps managers can give their employees:
- Know the timetable for packing, moving and setup.
- Alert your supervisor to any concerns early in the process.
- Understand your personal responsibilities for your own desk and supplies.
- Understand your additional responsibilities for moving day.
- Make sure everything is labeled according to the plan given to you by your manager.
- Report any problems you see to your manager (or other appointed person).
- Let IT do their job in disconnecting and reconnecting equipment.
Solo Office Move Checklist
If this is a solo office move, affecting only you, here’s what you will want to talk to your manager and the HR department about. It’s important to find out how responsibility is divided for a move and to understand how your workflow will be affected.
- Be prepared to do the easy lifting yourself and only ask for help with items that an employee should not have to move (heavy boxes, equipment, furniture).
- Ask what is to be moved and what is to be left behind. Here are the possible items that you may or may not need to move:
- Filing Cabinets
- Other furniture, such as chairs, tables
- Computer hard drive, screen, mouse, keyboard, speakers, microphone, camera
- Printer, Other computerized devices
- Find out the schedule for your move. Also ask:
- Is the person you are displacing part of the moving process?
- Is the person moving into your position part of the moving process?
- Make sure that all the proper orders are in place to move any furniture or IT equipment.
- Ask if the WiFi password will change and get the new one, if applicable.
- Ask about training or passwords for any new computers or computer programs.
- Find out your work responsibilities, meetings, or training on the day of the move.
Best of luck on your office move! Hope these checklists help. Feel free to call us about storage units for your business. Here’s where you can find Storage West: Arizona, California, Nevada, and Texas.