Transitioning to a new workplace can bring about numerous hurdles.
You are required to pack big, bulky, and hard-to-carry electronic equipment in a limited time.
Whether you are moving within the same building, locally, or interstate, hiring expert office removal companies can streamline the process.
Timely planning is crucial to secure the best service at the most competitive rates.
Key considerations around booking times
Here are some of the considerations businesses consider when deciding when is the best time to move.
- Peak vs. off-peak season: Office removalists are busiest in summer with weekends pre-booked way in advance. It gets even busier at the start or end of every month. Scheduling an off-peak time such as mid-week or mid-month provides greater flexibility for the movers and attracts better rates.
- Book in advance: Take 4 to 6 weeks to move in advance. This provides ample time for people to plan while ensuring your preferred removalists are present.
- Last-minute: Some office removalists have special packages for last-minute bookings. The rates for this service are slightly higher with limited choices.
- Moving distance: Long-distance relocations are complex in nature and are best handled by professional removalist experts. For everything to proceed smoothly, a lot of planning and preparation goes into everything.
- Company size: The larger the office, the more urgent the need for extensive planning and coordination. Advanced booking gives your company adequate time to allocate these resources.
Phased timeline steps
1. 3 months before moving
Check the lease
If your lease is expiring in a few months and you do not plan to renew it, inform your lessor.
Once it is officially communicated, you get ample time to examine the current office and carry out repairs where necessary.
Minor fixes can be done to restore damaged property like paint chips or damaged lights.
Appoint a moving marshal
Choose someone with a good sense of organization from among your staff to oversee the moving process.
They will liaise with office removalists and can make on-the-spot decisions.
They will be on site from start to finish ensuring the company’s concerns are met and the moving company meets their end of the bargain as agreed upon.
Have a plan to decommission
Part of moving out is cleaning. A good number of commercial lease contracts require the lessee to leave the property in its old state. Decommissioning is restoring the office to its old state before occupation.
As part of the process, you get to remove wires and other electrical systems, signage branding, fixtures, and furniture.
The decommissioning involves taking out the IT equipment, servers, and other backup generators.
You should have a plan in the works to have them re-commissioned as soon as you move to the new site.
To avoid legal issues or losing your security deposit, try to comply with the restrictions on your lease.
Prepare an advanced decommission strategy where you will work with the moving team.
Have a budget
Before you reach out to moving firms have an estimate figure to guide your decision making.
Decide on what services must be included in the package you can accept and which ones are open to compromise.
Figure out your preferred purchase procedure and other details.
Keep staff in the know
Start by sending out an email and then scheduling a meeting.
If you have an in-office operation you can share the news during a staff meeting. In the case where a good number work off-site, a virtual meeting will capture the message accurately.
Making it transparent gives employees time to digest the information, participate in the conversation, raise valid questions or concerns, and buy into the action.
Employees will automatically factor in the move as they take on new responsibilities.
Size of new space
The last thing you need is to find out if the new space is unable to accommodate your office equipment.
For instance, the new kitchen does not have a place that comfortably accommodates your oversized fridge.
When you visit the new site, come with measuring tape to gauge whether everything from the old place fits comfortably.
Where the space is too small, you might have to dispose of the equipment before you move and get something more suited.
While this seems like a minor issue, you must have the full picture of the office space before you commit to a lease.
Monitor your stock
Use technology to keep track of what you are bringing and what should stay behind.
Note any items that won’t be moved due to size constraints or poor condition, so the coordinator can arrange disposal or replacement after the move.
2. A month before moving office
By now, everyone is aligned with the moving process, and all workflows have been adjusted to accommodate the transition.
Label the furniture, office supplies, and equipment
Labeling takes time so don’t expect to complete it in a single day. Instead, check with the moving crews to ensure all items are tagged and the staff has what it takes to set up new workstations.
Plan the move with your office removalists
Reach out and go over the dates. Inquire if there is a need for a movie day itinerary to guide all moving logistics.
Have the right keys and access cards
Order keys and staff access cards in advance for the new office so you can pass them around before you relocate from the old office.
Backup data
Ensure all data is backed up on an external hard drive or cloud storage.
This guarantees that, in the event of any electronic equipment being damaged during transportation, critical information, and data remain secure.
Finalize transportation schedules
Coordinate with building managers to secure loading and unloading times.
If loading docks are available, utilize them.
In areas with restricted parking or heavy congestion, make sure everything is prearranged to avoid last-minute rushes, which can cause confusion, delays, and increased costs.
Adopt new building rules
Unless your company owns the building you plan to move out of or into, inquire about the property rules and regulations, including those related to moving.
Some properties only allow movers to operate outside business hours to avoid disrupting other business operations.
Always seek clarification from building management, and if necessary, request a waiver by presenting a compelling case.
3. A week before moving office
Arrange service shutdowns, relocations, and setups
By this time you should have reached out to your internet service provider to install an internet connection at the new office.
Initiate plans for garbage collection at the new location and contract vendors to assist with the IT setup.
Inform your service providers like security and gardening of the planned relocation.
Change you address
You can update the company website, bank accounts, subscription addresses, social media coconuts, and business listings to reflect the new location.
Have a checklist with everything that needs changing so you don’t miss out on anything.
4. Office moving day
Office removalists
Have the appointed marshal work closely with the office removal team.
The movers must fully understand your labeling and the order of priority on the items.
Point out the packages with sensitive items or furniture that must be disassembled before being loaded onto the transport.
Reserve an elevator
If the old office is above ground level, ensure a seamless move by reserving an elevator for the removalists.
Coordinate with building management to secure an elevator exclusively for removalists, ensuring that unrelated individuals accessing other floors are not disrupted during the moving process.
Conduct final office inspections
Before driving closing the chapter on the old location, walk through the space to examine potential damage or material left behind.
Return to management the office keys and parking cards and confirm the end of your lease agreement.
Overall
As soon as the decision to relocate is made, contact an expert office removalist service.
Booking early secures better rates and more options.
Engage in discussions with the removalists to create a detailed moving plan and timeline that suits your specific needs.
