We’ll just say it — moving can be complicated.
Coordinating logistics. Packing. Loading. Transporting furniture and technology. Keeping track of items. Unloading. Unpacking. Finding the best arrangement for items in your new space.
And when you’re moving your office, you can add “minimizing disruptions to your operations,” “managing data and security,” and “helping employees adjust to the change” to the list.
Although there are challenges to coordinating your office move, there are ways to make the process MUCH more efficient.
10 Tips to Streamline Your Office Move
1. Start Early
When you know you’re moving offices, start planning well in advance. Office moves can be complicated, and there are many details to work out. Starting early gives you time to make thoughtful, unrushed decisions — and avoid costly mistakes. Starting your plans early can help you budget properly, think through logistics, and evaluate whether or not you can handle the move on your own.
Well-thought-out plans help you build a solid, realistic timeline — and minimize disruptions to your operations.
Planning early gives you time to prepare for hiccups and tackle any “surprises” that come up during your move.
2. Involve Your Professional Mover Early in the Process
If you think a professional mover might be right for your office move, it’s a good idea to get them involved early in the process.
Professional movers (like Appleton) have moved many offices before and understand the timelines and details. Because it’s not our first rodeo, we can help you evaluate your new office space needs, create a realistic schedule, and identify issues before they become problems.
It’s our job to think through the variables — so you don’t have to!
We’re great at finding solutions to your logistical questions, managing furniture and equipment, and making sure you know what to expect.
Getting your mover involved early ensures a smoother, safer, more efficient office move.
3. Evaluate Your New Space
In moving your office, it’s crucial to assess your new space (inside and out!) and plan accordingly.
- What’s the square footage? How does it compare to your current office space?
- Will your old office furniture work for your new space? Can it be arranged in the same way?
- What’s the parking garage clearance? Will the moving van have clearance issues?
- Does your building have a loading dock? Will you have access to the elevators?
- Are there restrictions on moving during business hours?
As you’re planning your office move, think through the differences between your old space and your new space.
4. Think Through the Moving Logistics
Like we said, there are lots of factors to consider during an office move.
- Do you have the people to pack up your office?
- Do you have space to stage packed items?
- Will the packaging or the stacked up boxes disrupt your operations or business hours?
- Does everything in your office need to be moved?
If packing or storage could disrupt your service, consider a professional mover that can move your office during non-business hours. A moving partner (like Appleton) can pack, transport, store, deliver, and even set up your office at your new location.
In thinking through logistics, you might find that not everything needs to be moved to your new space. Maybe you have an employee who now works remotely and no longer needs their desk space. A good mover might offer to pack up the employee’s desk (and even deliver personal items to the owner) instead of moving a workstation unnecessarily.
5. Prepare Your Employees
There’s more to a move than relocation — it’s also about making the process smooth for your team. Helping employees know what to expect during the move and at the new location goes a long way towards a streamlined office move.
Change management strategies — like showing the team the new location and parking arrangements and getting feedback for improvements in the new space — can help minimize downtime and make people feel engaged.
Some moving partners (like Appleton) can even help with change management by providing your team with details and support to help them adapt well.
6. Find Out How To Handle Sensitive and Confidential Information
When you move your office, you’re often also moving data and sensitive information. For sensitive or confidential materials, make sure you have a plan to keep it secure. Do you have…
- HIPAA-rated files or internally secure files
- personnel files with sensitive information
- or customer data?
Depending on your industry, there may be regulations and legal requirements for handling sensitive information — and WHO can handle it.
A good rule of thumb is “If the movers need to move it, you need a plan to keep it secure.”
At Appleton, our team is trained to handle sensitive data and information. We’re equipped with the necessary processes to make sure information is handled securely.
7. Assess Your Furniture and Equipment
In preparing for your office move, evaluate how your old furniture will be used in your new space. Will your furniture be set up the same way it is in your current office? What about those L-shaped and U-shaped desks — will they block windows or doorways? Will that bullpen-style setup have the same flow at the new location?
There are amazing companies that can help you with space planning apart from your move, and there are moving partners (like Appleton) who can make space optimization part of your moving service.
Unfortunately, not all movers are equipped or trained in space planning. If you choose a professional mover for your office relocation, make sure they get blueprints or space plans — and know how to read and follow them!
8. Assess Your Technology
When you’re moving, you often decide it’s also time for a technology upgrade. You might be transitioning from older equipment to newer models that will better meet your needs. Maybe you’ll be switching from a standard desk with a monitor to a workstation with adjustable monitor arms. Technology movers (like Appleton) can take the stand off your monitor and mount it on your new monitor system desk.
Are you confident that your tech equipment will be disconnected and packed safely? Do you have a plan to transport your technology safely?
If your office move involves tech equipment, make sure your mover has the skills to handle, relocate, and reconfigure your technology.
9. Label and Inventory
When you’re moving your office, take this tip from the pros: Label and inventory your items! it’s important to keep a detailed list of everything you’re taking — and to know which box you put things in! Taking an inventory helps keep track of your items and is useful for insurance purposes in case something gets lost or damaged in the move.
When you carefully label the contents of your boxes, it’s easier to unpack and set up in your new location — and get up and running quickly.
10. Consider Your Packing and Storage Needs
Before your office move, think through your packing and storage needs.
- Will you be moving into your space immediately, or will you need storage?
- Do you have the personnel to pack and move your items?
- Do you have space in your office to store boxes before moving day?
- Can you move your items in cardboard boxes, or should you use plastic totes for durability and safety?
Pro-Tips for a Streamlined Move
An office move can be complicated — but it doesn’t have to be overwhelming and stressful. These ten tips are all things that we at Appleton do to make moving offices efficient and seamless.
But if moving your office yourself still feels like more than you want to take on, you can always leave these pro-tips to the pros! Streamlined moves are what we do best, and we’d love to help you get up and running in your new location.
Could “Contact Appleton” be the best pro-tip for your office move? Call us today to find out if our services are right for your business.