How to Prepare and Plan for an Office Move

How to Prepare and Plan for an Office Move

Moving a business or an office to a new location is a complicated task that involves many steps and careful planning. Moving an office can disrupt daily work that can affect daily business.

With careful planning, you ensure that are minimal disruptions during the move. Here are some of the ways you can prepare and plan for a successful and seamless office move.

Determine total employees in the office

The first step is to determine the number of employees in your office and how many more is expected to be hired in the foreseeable future. Having an accurate idea of the total number of people working in your office at present and in the future will help you decide the size of the new office in terms of area, seating allotments, etc. It will help to plan and prepare your office move in a better and organized manner.

Find an ideal office for your business—includes space, facilities, location, etc.

Finding an ideal office for one’s business is not an easy task. There are many factors to be considered while choosing a new location for your business. These factors include the space, facilities, location, accessibility, etc. Make sure the new office meets your business needs. Compare different locations to help you decide which one meets your requirements. Ensure that the new office has all the services that are needed to run your business smoothly.

A play and plug business model or a customized office space

There are many different ways in which one can rent office spaces. The important thing to decide is whether you want to go with a play and plug business model or customized office space. In a play and plug model, you will receive an office space that is already set up with the standard amenities. On the other hand, you can opt for a customized office space to suit your specific requirements. This plays an important role as it will affect your relocation budget.

Have enough time for relocation

Office relocation is not an easy task and it is vital that you have enough time to prepare and plan your move. Moving an office is a time-consuming process involving various steps. Many things need to be considered and decisions have to be made. One of the things you need to do is set a date that is convenient for you as well as the business. Having a fixed time frame will help you stay focused on the move and get the necessary tasks done before relocating. It will also help you get organized and be prepared by the time you move to your new office. Not having enough time to plan your move will result in unnecessary difficulties that could have been easily avoided if you had more time.

Determine phases of office move

It may not be possible to move an entire office in a single day. Preparing for an office move can take up to 3 months or more depending on the size of the office. It is essential that you create a timeline showcasing the different phases of the move. You can discuss your plans with your department heads, external vendors, partners and employees to ensure that the schedule is feasible. You can involve team members and assign specific tasks to employees for a stress-free and smooth relocation. As each phase passes, you will complete a list of tasks that need to be done. When you reach the final phase, you’ll be less stressed and be ready for the final move.

Identify which businesses or client dependencies that will affect the move

Office relocation can be messy and can affect your business. There will be on-going customer projects and deadlines to meet. You must identify which projects need more attention and can be affected by the move. Inform your clients about the move and keep them updated about when you will be available. You can use a newsletter or email your clients to inform them. Ensure your work is not disrupted by the move. Provide flexibility to employees by allowing them to work from their homes, if required, to meet an important deadline. This way the move will not affect on-going projects.

Hire the best packers and movers

Office moving can be done only by packers and movers who have vast experience and adequate infrastructure like trucks, crew, etc. Hence, you must hire only professional reliable packers and movers. Follow this guide on How to Select the Best Office Moving Packers and Movers.

Make a list of the top moving companies that specialize in office relocation. Get quotations from them and compare the services they provide and recent office moves that they have handled. Ask for references and investigate thoroughly before hiring an office moving packer and mover. This will help you decide which company to hire. Hiring reliable movers and packers will save you a lot of time, and you can focus on other tasks that need to be handled before you move.

Have a backup plan

Moving an office is not an easy feat. Many things can go wrong even after months of preparations and planning. You can create a list of things that may go wrong during the move, and based on these scenarios you can have a backup plan to ensure that you have a smooth and stress-free office move. Having a backup plan is a smart move as you avoid facing sudden challenges if you face any problem during the move.

Office relocation is not an easy task and is quite stressful and challenging. However, by following the tips mentioned in this article, you can reduce your stress and can successfully move your office with minimum disruptions.

Globe Moving provides a gamut of solutions for office relocation, servers and data centers. For a smooth office relocation, call us now +91 80 4211 5151 or email us at