• Cara Baldwin

Managing Your Office Move

Updated: Mar 23


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With all of the excitement around the Des Moines metro area regarding the Raygun move into their new building on E. Grand and the opportunity that BlueCow Boxes™ has been given to help with this move, we thought that it might be good timing to pass along a few tips for others that have upcoming business moves.

When your business outgrows its current location, the prospect of moving can be a considerable challenge. It’s essential to plan to minimize lost hours. It won’t be easy, but you can save yourself and your team a ton of frustration if you follow the steps below.

No. 1 pro tip: Create a committee for the moving process that can handle all of the details. These are the people who will manage communications with your real estate agent, coordinate in-house with department leads, and ensure the whole process goes as smoothly as possible.

Three months pre-move: This is the time to make big decisions and alert your team about what to expect. If possible, attempt to move over a weekend or take two days midweek for the transition.

Accept that your daily work will be impacted, but know it’ll be worth it when you’re settled into your new space.

  • Pick a moving company. The ideal fit is one that is nearby and can move quickly.

  • Be sure and contact BlueCow Boxes™ to get on their schedule for delivery. Renting heavy-duty plastic moving boxes is the best solution for moving office files, equipment, etc.

  • Start a master document of all the invoices, clients, and agencies that send physical mail. You’ll need to update them on your new address.

  • The less you move, the easier it will be. Give clear guidelines to employees for reducing the amount of paperwork and stuff that needs to be moved.

  • Contact your utility providers and get information on closing out your existing accounts and setting up new ones. Add these dates to your moving calendar.

  • Design a simple “We’ve moved!” postcard that can be printed and shipped closer to the move date. If you need signage for your old or new location, get quotes now and find out how long it’ll take to ship.

  • Decide if you’re going to host an open house following the move. Schedule it for one month after your move, so you have a little time to settle in.

Six weeks pre-move: Even if it feels like you have plenty of time, you probably have 50 percent more stuff than you thought, including inventory, files, and computer cords. Time to downsize!

  • Decide which furniture and equipment are coming with you. Give each piece a tag that says “stay” or “go.” If you’re not sure where all of the “go” tags are going, it’s time for a moving sale. Start making plans to hold one about two weeks before your move.

  • If new furniture is in order, alert your employees of their budget and give a deadline two weeks before the move for selecting the new furniture.

  • Block off your move dates, so you’re not balancing clients, calls, and movers all simultaneously. Designate a few employees who will answer phones and handle requests during the move.

  • Plan any painting or upgrades to things like lighting and flooring so that they can be completed the week before moving in. If you ordered signage, now is the time to start planning its installation.

  • Order new business cards and marketing materials with your updated contact information.

Two weeks pre-move: If you already have the keys, you’re in a great position to finalize any improvements, get the lights on, and move the nonessentials from old files to artwork.

  • Start getting rid of the oversized items that won’t be coming with you. While this may mean you’re working with less surface area for a couple of weeks, it will help you strategize how to transport the items you’re saving. If you planned a moving sale, it should happen around this time.

  • Allow employees to begin boxing up their offices. Be prepared with plenty of BlueCow Boxes™ and removable labels. Ask employees to keep their boxes in their offices to keep hallways clear. Everything, including furniture, should be marked with the employee’s name, department, and new room number.

  • Create your technology plan to ensure every computer, printer, and cord are accounted for. Use colored tape for hard-to-label items like cords.

  • Remind employees of what’s expected during the day of the move and anything they’ll be required to transport independently. Include moving-day dress code and start time.

  • File your change of address form at the post office and notify vendors and clients of your new location.

  • Ensure the utilities — including internet — are up and running in the new space, so you’re ready to work right after the move.

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Moving day: I hope you’re wearing comfortable shoes!

  • Set up your phones and an email autoresponder right away. Don’t even try to keep up with messages today.

  • Bring breakfast and coffee for the movers and employees — trust me, you’ll need it.

  • If you have a large office or many people coming in and out, assign someone to the front door as quality control. The last thing you need is a stranger walking off with a computer because you thought they worked for the moving company.

  • Have a furniture transport and assembly plan, especially if you’ve purchased new desks and chairs. If this will take several days, schedule it over a weekend, so employees aren’t working from the floor.

Whew! We’re done, right? Well, not just yet. In the week following your move, you must complete some things before ultimately settling in.

  • Continue to update people and agencies on your new address. Get friendly with the management company or new tenants of your old space, and check in for packages every few days for the first week after you move.

  • Send out the bulk of those “We’ve moved!” postcards.

  • Update your website with your new contact information.

  • Keep some tools around for assembling odd furniture, hanging pictures, and cleaning the new space.

  • Send out an email to all employees detailing who to speak with if they need a trash can, something broke during the move, their printer is suddenly on the fritz, etc.

  • Designate a central location in the new office where you can drop off boxes and packing materials as employees unpack.

  • Celebrate your successful move with coffee at the office or an informal happy hour to show your appreciation!

Moving is rarely fun. But when you begin with a plan in mind, the entire process can be much easier to manage.

http://www.comstocksmag.com/web-only/time-move-it-move-it


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