Nobody looks forward to an office move as, for many people, this signals  a period of disruption, damage and even disaster – but it doesn’t have to be that way. 

In this article we’re sharing office relocation tips to help you to ensure a smooth move. 

Planning your move

The best way to ensure a smooth move is to plan properly.  

Make a list of every single item of furniture, from office chairs to desk laps, and piece of equipment that will need to be moved and, where possible, note down measurements and dimensions.

This will help your moving company to figure out what sort – and how many – vehicles will be required. 

Book your removal company as early as possible and let them know exactly what will need to be moved. 

Get your employees involved

As well as furniture and equipment, there are all sorts of other items that will need to be moved, such as stationery, files and product samples.

Task your employees with taking responsibility for their own desk items – office relocation tips like this one may seem simple but can really help things to move smoothly. 

This is also a good opportunity to instruct your staff to throw out or shred any paperwork or items which are no longer needed or useful. 

Source your packing materials

The thing about packing materials is that you’ll always need more than you think. One of the most important office relocation tips we can offer is to ensure that you order enough packing materials up front as failing to do so can cause delays and frustration. 

When sourcing your packing materials, try to find a local supplier who will allow you to return what you don’t use – this way you can, if necessary, you can over-order without fear of wasting money. 

If this isn’t possible, it’s a good idea to use an online packing calculator to help you figure out how much packaging you may need. 

Preparing for your office relocation

When it comes to your office relocation, preparation is key if you want to make sure that everything makes it to your new place in one piece and so, in this article we’re sharing some tips to help you do just that:

Filing cabinets

Before your move, pack any empty spaces in your filing cabinets with bubble wrap or packing paper to ensure that your file hangers don’t become dislodged or damaged. Once done, lock each drawer securely or, if your cabinet doesn’t have locks, fix each drawer in place with masking tape. 

Desks and bookcases

Where possible, it’s best to empty these completely to avoid damage or loss. For each drawer or case, place the contents in a sturdy box and mark clearly – for example; “Susan’s desk, drawer 1 – stationery”. This will save a lot of time and hassle when it comes to unpacking at the other end, 

Telephones and computers

When going through an office relocation, one of the biggest – and most common – headaches is sorting through all of the pieces of individual equipment such as phones and computers. This can easily be avoided by making sure that you label each individual piece (e.g; monitor, hard drive and cords) and then place them in clearly marked boxes. This will help to cut down on frazzled nerves and get you up and running again quickly when you reach the other end. 

Transport

If possible, it’s usually best to use a moving company which specialises in commercial relocation as they will have the experience – and the insurance – to properly execute your move. When choosing a moving company, always check their credentials including insurance as it’s important to ensure that you are properly covered for all of your equipment. Finally, liaise closely with your moving company to make sure that adequate parking spaces will be available on the day.

A moving target

An office relocation can, by its very nature, be stressful but, as we’ve shown in this article, good preparation can really help. Plan your office move with as much advance notice as possible and always mark your items and equipment clearly so that you can hit the ground running when you reach your new workspace.