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How to plan an office move with minimal disruption

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A man sitting and office move with minimal disruption

Is your company growing? Maybe it’s time to move it to a bigger office. Or perhaps you just want to change the environment. However, it is always a good idea to freshen things up a bit. Besides, a new office will be appealing to both your employees and your clients. But of course, you don’t want to lose productivity during the process and harm your business. So, you are wondering how to do it right. Well, all you need is a good plan. Here are some tips on how to plan an office move with minimal disruption. 

Don’t risk, go pro

Business relocation is different than moving a house. You are not responsible just for yourself and your belongings but also for your employees and company in general. For this reason, DIY projects are a big risk since you need to plan an office move with minimal disruption. With handling your employees’ and clients’ needs, you will need all the help you can get. Hence, consider hiring office movers Hamilton to help you out with a process. Nobody does it faster than experts, and you will save money but keeping up your company’s productivity.

office move with minimal disruption include chairs, table and notebooks
If you have an opportunity, start planning your office move three to six months ahead

A good plan is a key to success

As early as possible, start developing a plan for your business continuity and future actions. Inform your staff members about the relocation and give each one some tasks. The job is much easier when divided fairly. Organize a meeting with key team members and make lists together. Lists of everything that needs to be done, reorganization and preparations for the move. Outline what has to be conducted, coordinated and physically moved. Visualize your moving day and few days after and consider everything. Leave a little extra time and money for unforeseen circumstances, because they often happen.

Your office move checklist

The easiest way to organize and track everything is to make a good moving timeline and schedule. You can make it in one spreadsheet that will be available to the entire team. When you are planning an office move, there are several things you need to have in mind. Consider the time you need to organize and conduct everything. If you have an opportunity, better take time and start planning early. Three to six months in advance would be ideal if you are able to do so. But sometimes you will have to plan an office move at the last minute. If that happens, the best option is to find a good last minute Brantford movers.

Along with the time factor, the most important is the money factor. So, start planning your moving budget. Get a moving estimate from several moving companies and compare them. Also, don’t forget to include packing supplies. Or you can use professional packing services and save your time, nerves and money. Since your office is probably full of devices, it is very important to have them properly packed and carefully handled.

Besides the time and budget you need to plan an office move with minimal disruption, you should also consider:

  • Make sure you already have an available office space in mind before you start planning and organizing.
  • Talk to your staff members, and include them in the relocation process. They can help by packing their own belongings before movers arrive.
  • If you don’t have one already, hire a cleaning service for cleaning your old office space.
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Packing time

Remember, it is much more expensive to replace valuables than it is to pack them properly when moving. To be on the safe side, better leave it to the professionals. But if you want to do it yourself, we have some tip:

  • Purchase some bubble wrap and packing peanuts for good protection. They provide good cushioning for your most fragile items. Get some packing paper too, it is an economical option, good for less delicate items. Make sure you get some sturdy boxes for breakables and heavy items so the box itself doesn’t get crushed or tear open.
  • For electronics such as computers, monitors, and TVs, the best is using their original boxes, if you have kept them. If not, you should bubble wrap them and place in boxes of similar size.
  • Cover the furniture with moving blankets and stretch-wrapped to avoid dings and dirt.
  • Use duck tape to seal all boxes and then label each box according to its contents.

Coordinate communications and network systems

Besides the physical equipment, you need to plan the switch-over of your communications and electronic systems. And do that as soon as possible, since it takes time. Do the same for your computer servers, Internet connectivity, company network, and the phone system. Also consider security systems, time clocks, and card entry systems.

Notify your clients

When you are moving a business, always put up professional signage at your old location. It doesn’t matter what you do, if customers show up, they should know where to find you after the move. Also, a sign is a reassuring signal to customers that you are well organized and you will still be there for them. Send an e-mail with a new location to all your customers and suppliers. If you want to be creative, you can create great looking postcards with this information too! Don’t forget to notify the post office and change any subscriptions.

Two women looking at the board with sticky notes
Inform your employees and coworkers of relocation and include them in the process

Office move with minimal disruption and maximal efficiency

With a good plan and reliable movers, you have nothing to worry about. So, start planning as soon as possible and include your employees and coworkers too. They should feel appreciated and aware that relocation will bring good things to all of them. We wish you enjoy your new office and may your business be prosperous!