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Is your current office starting to feel cramped? Maybe it’s time for a change of scenery, or maybe a dream location for you and your team has become available! No matter what your reason for wanting to relocate is, Alberta First Choice Moving Systems has you covered. From practical tips and tricks, to handling the entire moving process for you, let’s see how we can help make your next office move a breeze!
Let’s get into it.
A well-organized office move is all about thinking long term. If you’re interested in keeping productivity and employee morale high during the relocation process, it’s so important that you and your team have a plan mapped out and ready to execute. Office moves can often lead to disruptions in your daily operations, which is why having a thought-out plan ready can help maintain workflow, while setting the stage for you and your team’s fresh start in a new environment!
When creating the game plan for your next office move, we’ve got a number of crucial steps you’re going to want to include in your planning to help maximize your window for success.
Outlining key dates and tasks will help you stay on track. Including packing schedules, hiring office movers, planning logistics for moving day, and having deadlines for notifying clients of your relocation will keep your move feeling organized and limit the chances of any moving day surprises. Here are some things to start looking into at different stages of the process!
Make sure to check the terms of your lease, including any responsibilities for repairs or returning the space to its original condition. You don’t want surprises regarding your deposit or property damage.
Start creating a realistic budget for your move. Factor in professional moving costs, any new office equipment or furniture, and potential upgrades to your new space.
This is a good time to start planning what level of insurance coverage you need for your move. Will you rely on basic protection, or do you need full-value protection/third-party insurance for certain items?
Choosing the right office movers is vital for any business that wants to relocate! Reputable movers understand the unique nature and complexities of relocating a business's office or workspace. They can provide you with solutions designed to keep disruptions to your operations at a bare minimum.
Start your search by exploring the top moving companies in your area and be sure that you check their ratings and reviews online. Another tried & true method is simply getting referrals through friends, family, or even other business owners that have recently undergone a move of their own. Once you have a few options, confirm that your movers are licensed and insured, and inquire about them professional accreditation to make sure you have a qualified team for the job!
If you’re looking for more detailed guidance, check out this article about How to Pick the Right Moving Company.
Lock in your moving date with your chosen moving company. Make sure to communicate this with your team and any vendors.
Having an open dialogue between you and your team for questions and feedback will help address concerns they might have. Make sure that you keep everyone informed about the moving process, and what role they play in contributing to a successful office relocation. Don’t forget to notify clients, partners, and vendors so they can update their records with your new office details!
Now you can start hiring any additional vendors (cleaners, interior designers, etc.) that will help you prepare your new office. You might also want to book services like landscaping or decor specialists if there is a desired aesthetic you need to comply with.
Identify what needs to be moved and what you can leave behind. It doesn’t hurt to take a little extra time to de-clutter and evaluate what can be donated, sold, or discarded. In fact, it usually results in a more functional workspace after you’ve moved into your new location.
Confirm loading and unloading times with your building managers and ensure your team has access to parking or loading docks. If there are any building restrictions, make note of them ahead of time and relay the message to avoid delays.
Work with your IT department to back up critical data and schedule the disconnection and reconnection of any technology equipment. You don’t want to risk losing important files or data during the move. This typically includes arranging for internet installation, setting up phone systems, and making all your hardware will function properly.
Encourage your team to finish packing their desks and personal items around the 1-week mark. Everyone should take responsibility for their own workspace, so it’s packed and labeled correctly.
If you’re looking for more help with packing specifically, feel free to check out our Packing Tips & Advice for Moving post, for some more useful tips that could help with your next move whether it’s down the hall or across the city!
Before you leave your old office, make sure to do a thorough walk-through and double-check no items were left behind. Do not forget to document any existing property damage! Turn in all keys, parking passes, or any other items that need to be returned to the building management. This is also a good time to confirm the termination of your lease.
Start by unpacking the most important items to your business first. Test your phones, computers, servers, printers, and any other technology you need to make sure everything is working properly. Troubleshoot any issues with your team as needed to avoid any delays in your day-to-day operations!
Confirm that everyone who needs to know your new address has been notified, including vendors, clients, and postal services. Make sure to update your website, social media, and any printed materials like business cards, with your new address details.
Incorporating these steps when creating your own moving timeline can help you lay the groundwork for a successful office move that will also support the ongoing productivity of your business.
A well-executed office move is more than just relocating; it’s an opportunity.
Once you, your team, or hired office movers have finished moving to your new location, it’s time to begin the second half of your move: unpacking and setting up your new office. This is your chance to create a fresh workspace that fosters productivity and collaboration. By taking advantage of the tips, we provide, you can set a positive tone for this exciting new chapter!
When it comes to setting up your new office space, the goal is to prioritize functionality right off the bat. Start by planning the layout of your new office before you begin unpacking. Make sure that you are considering the needs of your team and the tasks they’ll be performing. For example, if some employees who need to collaborate frequently would most likely benefit from an open, accessible layout, while those who require more focus might prefer quiet, private spaces.
Think about the placement of any furniture and equipment to make the most out of your new workspace. Try to position desks in a way that will reduce distractions and make the most of natural light during working hours and have your meeting rooms centrally located for easy access. You and your team will be thankful for putting the extra time into diligently planning your setup!
Settling into your new office is just as important as the physical setup! The first step in making your team feel comfortable is to communicate clearly and openly about the changes. Hold a welcome meeting to address any concerns, provide a tour of the new space, and be sure to outline expectations for the first few weeks in the new environment. This helps your team feel informed and involved right from the start and sets the tone for the future.
Remember, give your team time to adjust. Moving into a new office is a big transition, and it can take a little time to get comfortable with any new routines, technology, or spaces. Being patient with your team and offering support where it’s needed makes sure that everyone settles in smoothly and feels motivated to contribute to the team’s success in their new environment.
Finally, take the time to personalize your new office environment. Adding touches like plants, artwork, or small games for brain-breaks can make a big difference in creating your desired atmosphere. Encourage your employees to personalize their workspaces and find ways to make the office feel like their own as well. Whether it's choosing where to sit, adding personal items to their desks, or even collaborating on how the communal spaces should be used, involving your team in the settling-in process can help build a sense of ownership and pride in the new space.
For over 40 years, we here at Alberta First Choice Moving Systems have been facilitating moves throughout Edmonton, St. Albert, Sherwood Park, and many other cities across Alberta. We approach every job we take in a way that guarantees every move, big or small, will be smooth and stress-free for all our clients. Whether it’s a residential, office, or industrial move we are proud to offer and honor our movers guarantee to all of our customers.
If you are anticipating or planning a move in the upcoming future, reach out to us today, and see if Alberta First Choice Moving is what you’re looking for to make your next move a stress-free experience!
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