our everyday life

Moving Offices Checklist

by Alejandro Russell, studioD

According to the Canadian Center for Occupational Safety and Health, moving offices presents serious health and safety hazards to the stakeholders. Examples of such hazards include trip hazards resulting from clutter, dust and harmful cleaning products. While moving an office, you have to contend with finding a reliable moving agency, financial expenses, time constraints, an uninformed staff and customers. Developing a checklist would ensure that the moving process is a seamless one.

Prepare a budget covering all the costs involved in moving your business to another location. Include the transaction fees for lawyers and property agents. Incorporate the occupancy expenses, which include service charges, rent, taxes and energy bills. Include other financial costs that go towards activities such as marketing, IT cabling and telecom installation. Ensure that the company’s finances are in order, and do not forget to seek insurance quotes.

Formulate a floor plan for your new location, and obtain new fax and phone numbers for the office. The floor plan should include all your employees’ location in the new office, plants, furniture and other items. Inform all employees about the moving plan.

Make inquiries about professional moving companies from friends and other business owners. Research them through the Internet. Select a few firms that you think would be ideal. Ask for referrals from the few that you have selected. Choose a suitable professional moving company.

Take an inventory of existing equipment, which will spare you from headaches associated with moving faulty and unneeded equipment. Make note of any equipment you need to purchase and those items that need repair.

Purchase new labels and business cards with your new address. Furnish your new office with more phone lines. Obtain an Internet connection for the new site.

Inform your clients about your relocation. Provide them with directions to your new place through your business’s website.

Get rid of unnecessary clutter and apportion space to your workers in the new office. Install an alarm and security system in the new building and purchase new equipment, such as vending machines, access cards, copy and coffee machines.

Give each employee a role in the moving process to help the movers ferry the items to the new location. Turn off all the systems in the old location and inform the post office of your new address. Pack up all the necessary items while labeling each box to designate its location in the new building.

Put coded signs at the new location to guide the professional movers. Keep a close eye on the movements of the professional moving company to ensure that everything is happening according to plan.

Photo Credits

  • Polka Dot RF/Polka Dot/Getty Images