As a business owner or manager, an office move is much more than just packing up boxes and loading vans. It’s a complicated process that should be thought out long before you start loading the trucks. This process can be hectic, and if not done correctly, you’ll find yourself going back and forth, affecting how fast you settle in your new place.
Having a checklist and timeline can help turn a stressful time into something much more manageable. When done correctly, both your business and employees will be ready for the move well in advance. In addition, the checklist and the timeline will guide when to move what and who’ll be responsible.
Here are some of the benefits of a timeline and checklist when moving office:
Helps You Set a Realistic Moving Budget
If you’re planning to move, you may require to hire an office moving company depending on the size of your office. More so, you also have to set a budget early enough to ensure that you won’t have a deficit. Otherwise, you might be forced to leave or sell items or office equipment. This is where a timeline and checklist come in handy.
A detailed checklist will give you a clearer picture of how many items you must transfer. This can also determine the services you need to avail. On the other hand, your timeline can also help you schedule the moving services and allocate the money as needed. For instance, office furniture usually comes first before files and individual employee items. Thus, it will demand bigger trucks and more movers. Therefore, you can contact movers who can do this task first, then make the necessary adjustment along the way. Doing so also keeps your amounts as realistic as possible.
You should start getting quotes from removal companies at least three months before your planned move. For instance, if you are based in Denver, you can call them via phone or reach them online at movingproz.com, among other commercial moving sites, for better convenience. Inform them of your new location and the estimated number of items to be transferred. It is best to invite them to your office and assess these items for better price accuracy.
Getting quotations in advance also gives you the time to go through the quotes and select a company that suits your needs best. If you wait until the last minute, you may be forced to choose a company that doesn’t suit your needs or budget as another one would have.
You Won’t Forget Anything
It’s common to forget things when moving offices, especially when you have a timeline to beat. It’s easy to forget simple things such as staplers and paper clips, knowing that you’ll purchase them later. However, the impact it may have on your revenue is adverse in the long run. So, you need to ensure that you don’t forget anything that you were using in your old office, and you’ll need in your new location regardless of how low it may cost.
A checklist is also an excellent way to ensure that you don’t forget to copy proprietary files from your server or pick up small items. This document guarantees that you and your team can continuously work efficiently in the next few days.
Determine When Is The Best Time to Move
One of the first things you need to do when trying to move is figure out when you’ll be moving. You should have a rough idea of when you’ll be moving, but your final timeline needs to be based on availability at your new location and when your lease ends at your current one.
A timeline and checklist will help put everything into perspective for you. It will give you a good idea of what needs to be done and when, and it will help ensure that you don’t have any issues along the way. If there are issues, they will be easier to address if they come up in advance. It is essential to know precisely when you’re going to be moving so that everyone can prepare for it.
Know When To Inform Clients And Suppliers
If you’re planning to move, you should inform your clients and suppliers about it to avoid confusion about your location. With a timeline and a moving checklist, you’ll know when to start telling them and preparing them. The moving process can begin about six months before, wherein you can start looking for the new office location. Then, three months before the move, you can sign a lease of the office place that you’ve gotten.
About two months before you move, you can start notifying people of your new address. You’ll need to let clients, suppliers, partners, and anyone else who might need your new address know where you’re moving and when. Make sure you update any online listings tied to your business address. This will give your partners and customers enough time to adjust and familiarise themselves with the new location.
Increase Accountability
A lot of mistakes can happen when you’re moving offices. The hassle can lead to our employees forgetting or damaging items. However, having a checklist and a timeline will outline who does what and when. This helps increase accountability as everyone is involved in the process and is responsible for specific tasks. As a result, mistakes that would’ve occurred when moving the office are significantly reduced.
Moreover, the timeline will ensure that those responsible for the moving plan early enough to take action. That will prevent delays and last-minute rush that often leads to mistakes. Keep in mind that any delays result in additional expenses.
If the first move is successful, you can use the same checklist and timeline to reference any future move. However, if you encounter any problem, you can tweak it to ensure any future moving is successful.
It Helps Create A Transition Plan
When moving office, it’s easy to lose focus on your main business and focus more on the moving. Unfortunately, this will affect your daily operations, and you can lose your revenue. Thus, you can input their feedback in your checklist to create a smooth transition to ensure everyone is involved and continues to work as expected.
An office move checklist is essential in creating a smooth transition to the new working environment. It helps you stay organized and not miss any crucial details. It also allows you to create a transition plan for how work will continue during the move, how the team will adapt, and what they can expect from the relocation in general.
Conclusion
Moving offices is a significant step for your business, employees, and clients. Property can be lost, damaged, or forgotten. Also, your team may have a problem adapting to the new environment. You can create a moving checklist and timeline to help everyone involved to prepare early enough and have a smooth transition to the new place.
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