Commercial moving checklist
Moving your office should be thrilling! You’re extending your business, reaching a new customer, and becoming inspired by a change of scenery. What’s not to like? Oh, right. The full process of actually transferring your business! You have plenty of large office furniture and fragile, difficult-to-pack computer equipment to relocate. And you have to do it swiftly and without losing business too! Now that sounds like a nightmare. So what do you say to some moving aid from best commercial movers NYC in the shape of a few handy tips and a commercial moving checklist? Planning an office transfer will be infinitely easier with this easy and straightforward advice!
Understand the logistics of planning an office relocation
While there are many solid reasons to relocate your business, there are just as many reasons why you should avoid doing so. Packing an office is absolute misery, so let’s get right to it. In terms of mass, office furniture like desks and chairs aren’t the heaviest you’ve ever seen. The problem is that office furniture is cumbersome and difficult to operate. When it comes to tiny office supplies, there are literally thousands upon thousands of them. Because of this, it’s difficult to relocate any IT equipment in a workplace without risking harm. You don’t want to risk your employees getting hurt, so it’s best to hire a moving company.
And don’t forget about the time crunch of moving a workplace. The less time you spend working and earning money, the more time you spend moving. As a result, it is critical that you move as quickly as possible. When relocating an office, you must take all of this in mind! We recommend that you hire commercial moving companies Manhattan because you’ll definitely need some expert help.
Start putting together a relocation strategy
Things going wrong during an office move might cost you a lot of money. So having a well-thought-out plan of action is vitally essential to avoid any mishaps. However, how does one go about putting up a sound strategy for relocating an office?
The process of relocating your workplace
When moving a business, it’s always going to take time to get everything ready. When moving within New York, even if it’s just a short distance, you should give yourself at least two weeks to get ready. To avoid feeling rushed, it’s best to plan ahead of time and allow yourself a little extra time. You don’t want to make mistakes because you’re rushing, which leads to fear. So, as soon as you can, begin preparing to relocate your office. A few bullet points regarding the timeframe and goals on a piece of paper on the first day of planning still progress!
Key questions you should be asking yourself
It’s important to ask yourself a few essential questions at the outset of your workplace transfer planning.
- By when do you need to be in your new office space the earliest?
- What is the total cost of your move?
- What are your plans for new office space?
- Is it possible to return back to work within a reasonable amount of time?
Many of your moving decisions will be influenced by these essential pieces of information. These questions must be answered before any further preparation can begin.
Time your move accordingly
A company’s relocation must be done at the right time in order to be successful. Due to the fact that your office can’t operate (at least not at full capacity) while it’s relocating, your company will need to slow down or perhaps close for a bit during the relocation process. If possible, schedule your move with commercial movers Queen over a weekend or off-hours when you won’t be working to avoid any disruption to your business. If that’s not an option, plan your move during a time when business is slow. To minimize the amount of business that you lose as a result.
Commercial moving checklist
The way we do business has undergone a sea of change, and more companies are looking into relocating to or accommodating hybrid and remote teams in new types of workspaces. The goal of an office relocation is to minimize downtime during the transfer. Hiring movers NYC may help you do so. With any type of office move, planning, preparation, and open communication are essential. There are actions you can take to ensure that your move goes as smoothly as possible, despite the difficulties. Take a look at this handy commercial moving checklist to ensure your relocation goes smoothly.
Step 1: First things first
Once you’ve made up your mind to relocate, the next thing to do is to have your relocation strategy come to life. It’s best to get started at least a year and a half in advance of your move date.
- Examine the terms of your commercial lease. In the event that you decide to depart early, you may lose your deposit. It’s possible that you’ll be held liable for any damage or breakages that occur during the transfer. Don’t forget to keep up with the latest developments.
- Be mindful of your company’s future needs when looking for a new location. Workplace design and technology requirements, as well as the advantages these provide to your employees, are all part of this discussion.
- Safety protocols that are favorable to COVID should be considered. Is the new location conducive to social seclusion and additional hygienic safeguards? This is especially important if you’re moving long distances. For example, moving from NYC to LA.
- Assemble a team of planners who can allocate responsibilities and take care of the relocation procedure
- To obtain the greatest possible service and value for your money, start requesting estimates from moving companies.
- Check to see whether you require moving insurance for any significant apparatus or equipment.
- Having a relocation budget in place will help you avoid going over budget.
- Inform your IT team while you’re on the road and go over the day’s tech requirements.
- Make sure you have a clear idea of the layout of your new workplace.
- Calculate the size of the new office and devise a layout strategy
Step Two – Communicating
Once you’ve established your moving date, it’s crucial to let internal and external parties know about your forthcoming relocation.
- Notify your existing landlord and/or property manager, and give official notice
- Notify all your team members of the moving date and new office address. You may also want to discuss the cause for the transfer, the benefits to your team member, and the changes it may bring about in their day-to-day routine
- Start a master list of people you need to submit a change of address to
- Make sure all team members know what their roles will be ahead of time
- Make a reservation with a reliable moving company like commercial movers in Brooklyn
- Notify local partners, affiliates, and suppliers of the forthcoming transfer, especially those who would be affected by your change of address and contact information
Who to notify of a change in address:
- Customers and associates
- Suppliers and service providers
- Members of professional associations or governmental agencies (such as HMRC, US. Securities and Exchange Commission, etc)
- Any accounting divisions
- Your ISP
- Financial institutions and banks
- Insuring businesses
- Telephone company
- Food providers
- Your office supplies services
- Printer and photocopier repair services.
- Your company’s use of any additional services
Step 3: Getting Everything Ready
Moving all of your office equipment from one location to another is a big logistical operation and you’ll probably need a bit of help. If you’re moving your business to Staten Island, for example, make sure to call Staten Island commercial moving companies to help you out.
- Create a list of all the workplace furniture that is currently in use.
- If you think you’ll need new furniture, talk to a furniture retailer.
- Order new office supplies and furniture if necessary.
- If you require additional space, you can set up a storage facility outside of your office.
- Each department should be assigned a different color. Prepare a comprehensive floor layout and assign a different color sticker to each sector of the organization.
- Assign a number to each employee, and then label their workstations and equipment with that number.
- On your new floor layout, clearly label and identify communal areas for your guests.
- Affirm your signature on all official documents, such as licenses and permits.
- If you require parking permits, local licenses, or elevators on moving day, make sure to reserve them in advance.
- Cleaning services should be arranged for both your current location and the future location.
- Access codes and security measures for the new location need to be finalized.
- Send your movers a precise floor plan, or set up a meeting at the new location if necessary.
- Your staff should have a well-thought-out moving day strategy.
- Everyone participating in the transfer, as well as the elevator maintenance and building management, should have a list of emergency phone numbers on hand
What should the planning team be concentrating on at this stage?
- The packing duties should be overseen by a team member assigned to each squad. Make sure you have enough packing supplies for everyone.
- Packing processes and layout should be determined.
- Include information on parking, public transportation, etc. in the directions to the new location.
- Provide each member of staff with a “moving pack” that includes their desk number, color coding, and details about the new location.
- Ensure that all employees are aware of the standard method for labeling computers, screens, hard drives, and keyboards, for example.
- Make sure everyone brings their own possessions and devices home.
- Who will remain at the current location until all moving trucks have left, and who will be sent to the new location to supervise the transition?
- Arrange for the packing and sealing of filing cabinets, etc., in each department.
- In the new location, make sure desk numbers and color-coded signage are properly marked, and that keys, access codes, or tags are readily available.
Step 4 – Moving
When moving day finally arrives, you should be feeling confident and ready to go. With the best commercial movers in the Bronx by your side, we’re sure you won’t have any problems. Here are a few more ideas to make the big day run as well as possible.
- Internet/Wi-Fi speed should be a major priority for all businesses. Ascertain when phone lines and systems can be activated.
- Arrange for new IT systems to be installed
- Keep representatives on hand to ensure that all color-coded objects are placed in the correct areas and that all desks and numbered boxes are located in the correct locations.
- The relocation crew and internal representatives should be provided with refreshments.
- During the relocation, if necessary, you can have the air conditioning turned on.
- Emergency numbers should always be readily accessible, either in print or on a mobile phone list.
- Form a committee to oversee the organization of an official inauguration party.
Step Five: Settling in your new office
The major move is now done! There are only a few things left to set up before you can get back to work.
- Make sure that all sections are properly defined and delineated so that employees can see them.
- Set up all the PCs and other technology.
- Set up telecommunications networks and equipment
- Update your company’s website to include the new phone number.
- Create a new internal contact list if necessary.
- Send out updated listings of internal contacts and departments.
- Perform a thorough inspection of the property and notify the moving company if there is any damage.
- Make sure you have transferred your insurance coverage.
- Make sure that all old leases have been terminated or terminated.
- Deposits from the prior location must be confirmed before moving in.
- Don’t forget to return all of the old premises’ passes, keycards, and keys.
- Passes, keycards, and keys for the new office should be distributed.
- All invoices and payments must be reviewed.
- Send out a news release announcing your move.
- Treat new hires by giving them a “welcome pack” on their desks that includes a note from you and some snacks to get them through the day.
We hope our commercial moving checklist can serve as a useful reminder for you and we wish you all the best in your new workplace!