Tips for moving offices

Moving offices is one of the stressful activities that a manager can deal with. So we’ve come up with some simple ways to plan and accomplish a perfect office move. Here are seven easy steps to take the stress out of an office move.

1: Planning the office move requirements

✔ Decide on the date that you will be moving offices (weekday or weekend).

✔ Make a list of what is going to be moved or left behind (take only the needed things).

✔ Work out how much budget is available for the move.

✔ Decide what you will do during the down time of the move.

✔ Decide how suppliers, clients, staff and other relevant stakeholder will be informed of your move.

✔ Remember to make provision for set up of telecoms, wireless, IT, plug points, lighting, etc in the new premises before the move, to ensure that work can continue with a minimum of interruption after the move.

2: Draft the ‘to do’ list.

✔ What your staff needs to do before the move and why, to ensure cooperation.

✔ Set up a timeline for completing the major tasks

✔ Put up safety warning signs to prevent accidents from over-reaching, slipping, tripping and falling.

✔ Submit the draft list to all employees and executive members for approval.

3: Contact Mini and Maxi Movers for a quote at the best price – you will be sure to get expert personal service

✔ Check if they can move on weekends to minimize the downtime.

✔ Check if they have the right resources and equipment to move your valuables.

✔ Check for price relevance.

✔ Stick to your budget allocation.

4: Conduct a task analysis of your new office space

✔ Identify what you need in your new space to ensure optimum productivity.

✔ From that, devise a floor plan for desk areas, communal work spaces, photocopy areas, meeting rooms, kitchens and storage to improve efficiency.

✔ Label all the items to be moved according to the new floor plan.

✔ Check the locations of best access to the premises for the removal company and find out what the building regulations are with regard to parking the removal trucks.

✔ Send the floor plan to all relevant employees as well as the removal company.

✔ Take measurements of large items to ensure the equipment will fit through corridors and entrances.

5: Start packing

✔ Start packing the most sensitive and private information or items.

✔ Ask your staff to take their personal belongings home and bring them back to the new office after the move.

✔ General things can be packed by the removal company. .

6: Day of the move

✔ Bear in mind that health and safety of both your employees and the removal company personnel is absolutely essential.

✔ Give your staff a day off for their safety.

✔ Allow the removals specialists to do what they excel in; they know how to tape up filing cabinets (which are usually moved full), box-up equipment and wrap computers safely before packing them into their trucks.

✔ Oversee the whole moving process according to your plan.

7: Evaluation after the move

✔ Check if everything is placed according to your floor plan and what is missing.