Planning an office move is one of the most stressful tasks there is. Studies show that 80% of people who have the responsibility of moving a company leave their job within three years after the move is complete. That’s a pretty startling statement, but it’s not surprising. So, if you’re assigned the role of the chief mover, this one goes out to you.
No matter how far the move or how big the organization, planning is critical. To help you get the most out of your move, here are six tips to help keep you calm, cool, and collected. That way, you can move your entire business without having to break a sweat.
1. Agree on a specific date and time to move
Not only are you moving an entire company, but you’re also in charge of making sure the whole move goes according to plan.
First things first, check to see when the building you’re moving from (and to) allows large-scale moves. Most office buildings don’t allow new tenants to start moving in until after business hours, so it’s usually best to plan your move over a two- or three-day weekend. That way you can help ensure everything gets settled and situated before everyone comes to work the next day.
2. Set deadlines, reminders, and appointments
While every move is different, it’s essential to carefully plan and address all the little details upfront. Most company moves typically require at least six months of critical planning, with many major relocations often taking between one to two years. Creating a specific timeframe and giving your office a hard deadline can help temper expectations and get everyone on the same page as to the how, when, and where.
3. Plan ahead
You’ll want to make sure your move meets all the building’s requirements, i.e., how long you’re allowed to use the loading area (if there is one), and whether you’re able to reserve elevators and moving equipment in advance.
4. Do your due diligence when picking a moving company
Sure, your employees could help you move small furniture and whatnot, but when it comes to the major assets, you’re gonna want to make sure you have your bases covered. By using a moving company, you’re able to help take the stress (and the physical liability) of packing and unpacking your company’s stock out of your hands.
When picking a moving company, make sure they’re reliable, have insurance, and have the expertise needed to relocate your business. For example, if you’re worried about trudging around expensive (and heavy) LCD monitors and desktops, make sure the moving company has the skill needed to get the job done right. Yelp is an excellent place to start, but you should always take online reviews with a grain of salt. Word of mouth is usually better in this case, as most business-scale movers typically have a long and robust history.
5. Consider hiring a moving manager
Depending on the size and scope of your move, it may be in your best interest to hire a moving manager to help take care of all the logistical details. That way, you can focus on the more immediate tasks, like having to change your company’s address, ordering new business cards, and so on.
A move manager can take a lot of the stress out of the entire process, and they’ll also be able to help team up with your company’s IT team to help get everything set and ready to go. That way, when everyone walks into their new digs on the first day, everything will already be set up exactly as it should be.
6. Recruit assistants; delegate work tasks
It can be incredibly easy to get caught up in the details, and once you start going down that rabbit hole, you’re going to have a hard time finding your way out. If you’re feeling a little too stressed, take the time to step back and look at the big picture.
Remember, you’re not a superhero. Assigning specific responsibilities to department managers can help take some pressure off your shoulders, and it helps manage the accuracy of the move. Let each department head take stock of the number, weight, and length of the items they’ll need to move.
7. Visit your new digs a few days (or weeks) before you move
As you get closer to the big day, you’ll want to plan a few visits to your new space to check, double-check, and yes, even triple-check that everything is going according to plan. During your visits, make sure all the lights, electronics, and other items are in working order. You can also check to make sure the bathrooms are working, pantry (if you have one) is stocked, and more. When it comes to the final steps, it’s the little details that make a difference.
Additionally, you’ll probably want to give everyone at the office a few hours to pack their desks the day before the move. Remember to have them take any and all personal items with them when they leave; these little knick-knacks have been known to cause some controversies. So it’s better to have each employee take care of their items while the moving company takes care of your company’s bigger assets.
Still, have questions? StellaPop is here to help! Our talented move management team is primed and ready to help guide you through the ins and outs of relocating your organization.