10 Tips for a Successful Office Move

Jul 13, 2021CBEO Business Tips, CBEO Cape Coral, CBEO Updates

About to transition into a new office space and don’t know where to begin?

Here are a few tips to help get you started. 

1. Plan Ahead of Time

The most important thing that you should do before you start moving is to make sure that you have everything you will need ready and booked. That includes everything from moving boxes and furniture around to calling suppliers and making sure they are ready to help with the move too.

It is vital that once you start moving that you stick to a specific schedule or moving process so you do not get caught up in trying to arrange things for later or forgetting important things until the last minute.

2. Test out the Office Space

Check out the office space before moving in. Check temperature and lighting to make it optimal for you to work in. 

You don’t want to work in an office that has no heat during the winter and no air conditioning during the summer. 

The same goes for good lighting. You want to make sure that you can see what you’re doing properly or maybe bring in your own accent lights to make the room comfortable. Remember, this space will be like a second home, so you’ll want to make it as cozy and inviting as possible. 

3. Don’t be afraid to ask questions

It’s always good to know where things are, what are the protocols, and who else is in the office building. 

Some questions that are important to be answered are: 

Is there a cleaning service who comes after hours? 

Where can my client park? 

Who is responsible for maintenance issues? 

Are there certain services and amenities provided? 

Where are the fire exits?

Is there a common area where my clients can wait?

It’s always good to know what you’re getting and putting in before signing the lease, creating the planning process, and moving in. 

4. Make a Duplicate Key

Sometimes it’s easy to overlook something essential. Your key is one because it is the only way to get into your new office. 

During the move, there’s a chance that a key could be lost in transit or that it could get mixed up with other packages as you trundle across town. The duplicates you create could be your salvation in the event that you need to access some room/space you previously couldn’t use and now may not be able to reach without a duplicate key.

Of course, always ask your office manager or landlord for permission first. If you don’t, you could get fined for doing so. This tends to be outlined in the lease.

5. Hire Movers

Joining a moving company allows you to have someone with you who is on staff 24/7 who will make the moving process easy and comfortable. 

Movers can help you with heavy office furniture and equipment such as desks, couches, and bookshelves that you’ll want to put into your new office. This will relieve you of any heavy lifting that could possibly result in an injury. 

They also help you with finding and supplying you with moving boxes, tape, moving paper, and more. 

6. Declutter Beforehand

Make the effort to take care of any belongings that won’t fit or be needed in your new office.

Declutter your desk by figuring out which papers, supplies, and personal items are not needed at the office. Organize your necessities that are needed in the office. Make sure all the important items are put in the only place they belong. 

If you’re planning an extended move, put together a moving checklist and read it before you start shopping for moving supplies. It might save you a lot of frustration and heartache.

7. Pack in Stages

It’s not smart to pack everything all at once. If you pack everything a few weeks ahead of time, you’ll have to keep going back to certain boxes and unpacking them for items you are still using. If you pack everything the day before, there will be too much to do and you’ll feel overwhelmed. 

Pack items that will not be used until after moving first. Do this a few weeks, or even a month, before moving to get it out of the way. As the moving day gets closer, pack at least a box or two every couple of days. By the time the moving date has come, all there needs to happen is moving all the boxes and furniture, making the situation a lot easier. 

8. Label Everything

As you are packing items, make sure each box is labeled and organized correctly. 

When picking certain boxes for certain items, keep your desk supplies together, your books all in one spot, and your certificates and degrees all in one location. This will help when figuring out where each item is when it is time to unpack. 

9. Create a Floor Plan

Knowing exactly where everything is supposed to be while moving items and furniture in will make it easier when it’s time to unpack. 

When the movers are aware of where you want the big furniture items to be will be helpful for them. This will make less work for you after they leave you will have everything where you want them to be. 

10. Easy Access Inside

Before starting to bring everything inside, make sure it will be easy to get in and out.

If your building requires a wireless ID tag, bring it with you for easy access upon move-in. If the doors are unable to open themselves automatically, prop it open with a heavy item like a doorstop, brick, or heavyweight.