Moving to a new office space can be done for many reasons, but no matter the reason, completing such a move can seem daunting. Between files, books, desks, electronics, furniture, and personal items, moving your office and employees can feel like you are trying to climb a mountain. That's why 1-800-PACK-RAT is on hand to assist with our portable storage containers, which offer the most flexibility regarding office relocation services. They are perfect for an office move, and we have a few quick tips to make the move even more efficient. Check out our tips for moving your office to a new space!
Make a Moving Plan
If you have ever made a personal move with your family, you know how stressful it can be to move a family from one home to another. Moving an entire office – including all of your employees and company assets - can be more stressful, so planning ahead is crucial. Begin planning what you want/can pack first and what you will need to prioritize unpacking once you get to your new office space. Every business has different moving requirements and needs, so find what works best for you and your employees and work with an office relocation company that understands what you need. Preparing a moving budget at least several months in advance will also greatly assist with planning.
Designate a Move Coordinator
Choose someone with excellent management skills and the ability to communicate well. There will be a lot of moving parts (literally) that will need to be attended to, such as packing office supplies to moving office furniture and other large and expensive items. Sure, you'll have lots of help to conquer the move, but having someone spearhead the effort is super helpful. Having a single point of contact when coordinating the overall move will streamline the entire process and make it easier to manage.
Stay Organized
Keeping things organized is critical to making an office move more manageable and less stressful. Keeping projects and documents in order is essential so everyone can easily pick up their work right where they left off. Knowing where your essential office supplies and project files are located while unloading and unpacking will allow your team to hit the ground running. You may want your moving coordinator to prepare a moving log/inventory and have everyone label offices and boxes by number.
Teamwork is Crucial
The easiest way to get everyone involved is to assign your employees the task of getting their desk area packed and ready. This is a great way to get buy-in from all employees while also assisting in the overall moving effort. Be sure to give staff a deadline far enough in advance that they can plan and be prepared to clean out their workspace.
To get everyone on board, try to have the entire group take a field trip to the new office before the transition date. This will give all employees a good idea of how much space they will have for belongings and if any cutbacks should be made to accommodate less storage space. Driving to the new office beforehand will also give everyone a better idea of the length of the commute and parking conditions.
To make the transition easier, have everyone make their new space feel as inviting as possible by personalizing it with a desk lamp, framed pictures, or other decorations. Create excitement about the move by getting each employee something new for their work area to help them look forward to the new space.
Prepare Your IT Department
Technology can be finicky, especially when making a move. Moving electronics can be one of the trickiest parts of an office move. Any small, delicate components must stay organized and adequately protected throughout the move. Ensure your IT department is fully aware of the moving timeline and on top of deadlines to ensure your company is ready to hit the ground running once the move is complete. This includes having internet and telephone connectivity live the moment you need it and having all owned technology ready to be installed and used once employees settle into the new building.
Keep Your Customers Informed
Give your clients plenty of notice that you and your company will be moving. You can ease the transition for them and eliminate their frustration by letting them know you are still happy to serve them, but will be doing so from a different location. You will want to communicate with your clients that your office may experience downtime. When changing locations, emails, phone calls, scheduled meetings, and deliveries could all be affected. This kind of customer outreach will depend on how your company normally conducts business, but if you don't have a plan, consider calling or emailing your customers about the change.
To ease the transition for clients and employees, make sure all business cards and company correspondence are updated with the new company address and phone number if necessary. This also includes all company contact information that may be displayed online, such as email signatures, websites, and social media platforms.
Consider Portable Storage Containers
Moving an entire office and everything associated with it can be daunting, but 1-800-PACK-RAT portable storage containers are ideal for on-site storage during your move. These containers allow you the ease of only moving your office items once and the flexibility of keeping the units on-site throughout the move. Our containers may be rented monthly, and you can have them delivered to your new office location or put them in storage in one of our nationwide storage facilities until you're ready to move in. Our portable storage containers offer affordability with a predictable cost, convenient options, and flexibility. You are dealing with many moving parts, but delivery dates and storage dates can all easily be rescheduled when you use a portable storage container.
Keep in mind that portable storage containers are also a great idea when you are relocating inventory. It's an excellent way to expand warehouse volume, transfer inventory, and store furniture while moving to the new office space.
Our office moving services are perfect for any of your company's moving and storage needs, so call us today to see how we can make moving and storage simple for your company! Additionally, we can provide local and long-distance moving services for your employees if needed. Give 1-800-PACK-RAT a call if we can help you with your company's relocation effort.