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Things You Need to Know Before You Pack and Move Your Office

Things You Need to Know Before You Pack and Move Your Office

Monday, April 03, 2023

Moving your office is a big step in any business owner's professional life. It is indeed a lot of work, whether you are moving floors or across town, so it is important to plan accordingly. Most importantly, making sure that your business is running seamlessly throughout a move is vital to keeping customers happy (and your bottom line). 

To make your office move easier, we have put together the ultimate guide to packing and moving your office. By following a plan and working with a professional moving company, you can ensure that your business move will be quick and painless.

The Planning Phase

Planning an office move should happen way ahead of time. Typically between six and twelve months out if you can help it. Now is the time to start getting things organized and start making lists.

1. Start Organizing

Organization is key when planning a move. First off, it is important to come up with a centralized system for all to-do lists, moving notes, and documents. Building a Google Drive folder is a great way to start the process of organizing. Task list apps such as Trello are also great, as you can use them across an organization and delegate tasks with due dates.

Once you have chosen your system, now it is time to begin organizing all of your important documents, such as insurance records, contracts, agreements, and any other records. If these are physical records boxing them up in an easy-to-find location is key. 

2. Communicate with Employees

Once the system is built, any team members involved will need to be informed. Put together a detailed presentation or email that details everything that employees need to know. The more detail, the better, as it will help you and your team move effectively. 

Some things to put in the announcement include:

  • New office and address
  • Moving dates
  • Plan of action
  • Expectations for employees

At this point, it is time to begin adding key members to your organizational system so that they can begin preparing for what they are supposed to do during the move. 

Additionally, now is a good time to begin discussing what employees would like to see in their new office space. Especially with a growing company, it is important to have input from your team. Moving to a new office can be exciting, and bringing your team on board to outfit it will make them feel more a part of the process.

3. Set Guidelines

As with any other type of move, moving an office can cause stress for the company. Considering putting a budget together and establishing guidelines for move-related purchases will make your accountant’s life much easier. Meet with staff to keep productivity up while working in an office space where everything is boxed up. 

Packing Up Your Office

Packing an entire office is daunting, even with all hands on deck. With your organizational system set in place and all of your team on board for the move, you can easily lessen the load by delegating things out. 

1. Find the Right Vendors

When it comes time to start putting together your move, there are several moving parts. If you have your to-do lists made, and everything is inventoried based on the system that you have built, then you can begin to secure your vendors for your move. 

When moving, you will need to consider:

  • Moving company
  • Trucks
  • Boxes
  • Cleaning Service.

Some of this can be managed in-house; however, working with a full-service moving company can help streamline the process. 

2. Packing

Once you have all of your vendors in place, now you can organize all of your items and begin boxing and labeling everything. Make sure to use the system that you build while planning so you can track each item so that nothing gets lost in the move. 

While you are going through everything in the office, you can use this time to downsize. One way to do this without getting overwhelmed is to do a weekly purge. By taking your time, you can avoid accidentally throwing out important things last minute. 

Packing should be done over time so that it doesn’t overburden employees who need to also focus on the business’s productivity. One way to do this is by breaking it up into three categories.

  • Necessary Items: These aren't packed up until the day of the move.
  • Nice to Have Items: While not necessary, these items are things that you can make do without.
  • Static Items: These are items that are only needed from time to time.

The Move 

The day is here. The week leading up to your move will be the busiest part of the project. However, if you stick to the plan and pack well, you can be sure that it will go off with little issue. Working with a professional moving company will make this way easier, as they will take your packed and tagged items, load them into their trucks and unload them onsite. 

After a move, it's time to unpack and celebrate. Begin to set up your office with the essentials and get your IT team to set up or install any computers, phones, etc. While there is still much to do to get your office completely unpacked, now is the time to celebrate!

Appalachian Movers Transport

If you’re planning an office move, don’t hesitate to contact the experts at Appalachian Movers Transport. We’re here to make your move as smooth and stress-free as possible. Contact us today to get started.