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Corporate Conundrums: Planning Your Office Move

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Moving to a new office location can be very exciting, with the opportunity for a new space and better amenities. However, moving an office can be incredibly complicated, with the need to get each employee’s items (together, preferably!) to their new office and desk. Organization and preparation are absolutely critical when you are considering an office move - if you don’t know where to start then this is the guide for you!  

Create a Schedule

Knowing when you must get out of your current location allows you to count back weeks to when you need to start packing and consolidating. Sooner is certainly better than later, but keep your options open as far as move dates as long as possible so you’re avoiding any expensive change charges.

Determine Who Goes First

There may be relatively stand-alone departments in your organization that can easily move first, and will not be harmed by being apart from everyone else for a short period of time. These could be human resources, technology (as they set up the new office) and other self-contained units.

Over-Communicate

Keeping everyone in the loop is doubly important during a move, or you will have mass chaos on your hands. Unless your office if very small, you’re likely to be moving in waves, and there will be a period of time when your employees are still getting used to the new location and are unable to find anything. Be patient, and help your employees get through this period of disconnection by letting people know what is going on at every step of the process – including daily or weekly updates of where different teams reside during and after the move.

Hire Some Pros

Attempting to move while you’re still working through your daily business flow can be next to impossible. Instead, work with an organization such as MoversUnion.com to find a list of available and reasonable movers who can assist with labor and transportation to your new site. Read any reviews you can find on different organizations and be sure you fully understand their moving policies before signing a contract.

Make Your Lists

You will have lists of lists, but this is what will allow you to keep your sanity during a large move. Lists of which employees are in which area, which ones have which computers, making sure everything is appropriately tagged before the move and gets back to where it belongs after the move – all of these deliverables are things that you can work on with a trusted moving partner for execution.

Timing Is Everything

When you decide to move in the summer, know that you will be competing with others who move in the popular summertime. However, a winter move has different challenges, up to and including bad weather! Spring and fall are also relatively popular times to make a move, but might be less expensive and easier to book than the summer dates.

Recruit a Herd of Helpers

You will need people to help transfer items from location to location, set up computers, assure that all boxes are accounted for, someone to check the utilities, and hundreds of other small activities. Keeping these in mind will help you maintain sanity during a challenging time.

Your office move doesn’t have to be one of the most stressful times of your life. Just plan ahead, hire appropriately, and don’t be afraid to delete and your move will be completed in due time.

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