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Moving to a New Office: A Step-by-Step Guide

Moving to a new office requires both speed and efficiency. You want the process to run smoothly, and you can’t afford any more downtime than what’s necessary. So how do you get that done?

In this article, we’re giving you a step-by-step guide to help you move to a new office efficiently so your business can be up and running right away. 

Let’s get to it.

Organize an internal moving team. 

No matter the size of your move, the process will go smoother if you have an internal team leading it.  The internal team is responsible for all the details of the move – from making sure you’ve reviewed your lease agreement, to throwing a welcome party at your new office. 

Review your lease. 

With your internal team in place, the next step is to review your contracts, starting with your current lease. You might need to meet a few conditions before moving out, like informing your landlord months ahead of time or repairing any damage to the property. 

Get your employees on board. 

They want to know the details of your move and how it will impact them. Some may have to commute longer because of the change. Others might need to arrange for childcare. This is why it’s very important to communicate openly and let them know early on. 

Find a professional mover.

As a business owner, you don’t need more downtime than what’s absolutely necessary. So lock in your moving dates and get in touch with a moving company early in the process. Some moving companies can even customize a schedule with as little interruption to your business as possible. We wrote a guide on how to choose a moving company to help you find the right one.

Create a detailed inventory.

With so many items involved in your move, you’ll need a detailed inventory to ensure nothing is lost. From large furniture to keyboards and ethernet wires, make sure everything is accounted for. This is also the right time to order new office equipment.

Create and share the office floor plan. 

Moving to a new office lets you redesign how you work. And the smallest details can make a difference. So, consider things like the location of ethernet connections and electric outlets when you create a floor plan. There’s nothing more frustrating than trying to figure out where everything is in a completely new office. 

Update your business address and utilities. 

You may need to update or create new utility accounts under your business name. However, if you have a fully-serviced lease on your new office, this may not be necessary. Under a fully-serviced lease, the landlord pays for certain types of services and includes an amount in the monthly rent to offset these costs. 

Build out your new office. 

New office spaces are usually empty so you’ll have to build out spaces like waiting areas and conference rooms.  If your new office needs decorating, landscaping, signage, or any kind of aesthetic changes, now is the time to make those arrangements.  

Optimize your new workspace.

Optimizing your office layout and environment can boost your team’s health and productivity. And there’s no better time to optimize than during an office move. You can arrange workspaces to limit distraction, increase natural light, and improve airflow and circulation. 

Look after your team on moving day.

When moving day comes around, you’ll want to make sure your team gets the access and information they need to get things done. Your employees will need to know how they can access the building. Movers will need access to the elevators, parking, and loading bays.  And don’t forget to bring refreshments to keep everyone full and hydrated. 

Hire The Padded Wagon

Relocating to a new office requires careful planning and coordination. An internal moving team can lead the process, but you need professional moving experts to help you safely pack, transport, and organize your new office. 

A full-service commercial moving company can take a lot of stress out of the entire process. The Padded Wagon can help take the stress out of your commercial move. Contact us today to get a quote.