A successful business move is reliant upon an organized and well-thought-out plan. Without a detailed plan, corporate relocation can easily turn into a chaotic nightmare. A poorly executed move is not only frustrating, but it can also be bad for business due to lost time and money. But thankfully, there are steps businesses can take to help make corporate moving a smooth operation.
Step One: Establish the Budget & Hire the Best Office Moving Company
Establish your moving budget
If your office is moving long-distance, you may need to plan for severance pay or employee relocation in the budget. Hire a professional moving company with experience in corporate relocation
It may be tempting to enlist the help of your employees during an office move, but this would be best left up to the professionals.
It’s recommended to compare moving estimates from at least three moving companies.
Step Two: Announce the Move
Schedule a meeting to inform all employees of the move.
Send letters to all business contacts announcing the move.
Make sure to announce your move on your website and social media accounts too. Include the date of the anticipated move, the new address, and contact information.
Inform your current landlord, in writing, that you will be moving
Step Three: Manage Current & Future Inventory and Furnishings
Determine your new office layout.
Develop a plan and timeline to clear out the current office.
List all assets that will need to be upgraded or replaced.
Make arrangements for disposal or donation of items that will not be moved to the new location.
Make a list of items that will need to be professionally disassembled and reassembled.
Step Four: Moving Supplies, Packing, and Storage
Gather and organize moving supplies
Your mover may provide boxes for your employees. If not, be sure to provide sufficient boxes, tape, and Sharpies.
Determine if off-site storage will be necessary.
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One Month Before Moving Day
Utilities
Schedule stop dates for your current office’s utilities.
Set up new utility accounts for the new office.
Insurance
Notify your insurance representative of the move.
Ask about additional coverage that may be required.
Arrange insurance coverage to be transferred to your new office.
Address changes
Change address at usps.com.
Banks, financial institutions, IRS, etc.
Suppliers, clients, and all business contacts.
Google and social media sites, like LinkedIn and Facebook.
Online delivery services, such as Amazon
Order access passes, keys, and parking cards
Order business cards, stationery, and new signage.
Give a 30-day written notice to end contracts at your old office, such as cleaning services or security.
One Week Before Moving Day
Review moving status with management and office staff
Inspect new office space
Take photos to record the condition of the new office.
Ensure utilities are working and that the space is clean.
Confirm moving day and expected arrival time of the movers with the moving company
Remove all signage and branding in the old office
Schedule the final inspection of the old office with the landlord
Day Before the Move
Ensure all packing is complete
Collect all items that need to stay at the old office, such as keys and parking passes
Confirm with IT coordinator that the IT system is installed and functioning
Day of the Move
Stock new office supply cabinets and bathrooms
Stock the employee break room with beverages and snacks
Verify installation of new signage
Review the move
Thank and tip each mover; make final payment
Day After the Move
Review the space
Necessary passwords are shared, and IT is available on-site for troubleshooting
Employees unpack their desk boxes as well as run tests on computers and equipment
Celebrate and enjoy your new office!
As an experienced Boston moving company, we have helped hundreds of businesses with corporate moving and successfully relocated them to their new locations.
If your business is in need of local moving services, please reach out with any questions!
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