Tuesday, 24 November 2020 11:27

Office Moving Timeline: Your Guide to An Office Relocation

Moving offices is a huge project that’s often made more complex by strict deadlines. Between setting a schedule and selecting vendors to engaging employees and successfully setting up your new space, there’s a lot that goes into a successful transition. To avoid a stressful office relocation, you’ll want to create an office moving timeline at least 12-18 months before moving. And in this moving guide, we’ll detail exactly what you need to prepare for each deadline several months in advance.

Tips to a Successful Office Moving Timeline

12-18 months before your move

This might seem like a long way out from your move, but the sooner you can start planning your transition, the better. After all, securing the right office space at the right time and for the right price is challenging.

To successfully navigate the complexities of commercial real estate, you’ll want to work with a corporate real estate consultant. They will help you:

  • Define the operational needs of your business (size, location, budget)
  • Strategize creative ways to source properties that meet your defined business needs
  • Provide efficiency by submitting RFPs, negotiating lease terms, and obtaining bids from design, construction, and other vendors
  • Increase your negotiating power to ensure the lease terms best meet your business needs
  • Establish overall project schedule, scope, and budget

6-9 months before your move

Now that you’ve narrowed down the right space, it’s time to start planning for the design and construction of your new office. You’ll want to:

  • Work with a design team on your office layout and finish selections
  • Audit existing furniture and equipment for reuse and disposal
  • Work with furniture and equipment vendors to specify new/supplemental pieces
  • Work with Security, Signage, IT/Teleco/AV vendors to establish scope and budget estimates
  • Order long-lead items such as furniture, equipment, security, and IT/Teleco/AV circuits and equipment
  • Obtain permits and certificates of insurance in order to commence construction

3-4 months before your move

Next, it’s time to start identifying the scope of your move. The move is just on the horizon at this point, so it’s time to get started on some of the logistical parts of your move. At this stage, you’ll want to:

  • Establish a moving budget, scope, and schedule including disposal needs
  • Research moving companies and gather estimates
  • Finalize computer, phone, and network plans
  • Establish a plan and criteria for purging personal and common area files and materials
  • Communicate office move with employees including details of location and schedule
  • Contact current vendors and notify them of the move (beverage, office supply, janitorial)
  • Order new stationary and business cards

2 months before your move

At this point, your move will be almost within reach! Two-months prior to your moving day, you’ll want to:

  • Identify contacts at new and old location
  • Arrange new office tours for team leads and any other key personnel
  • Transfer all of your utilities and schedule their service start/stop dates
  • Confirm access to the new office building and parking for all employees
  • Assign timeline for employees to pack personal items and common areas
  • Schedule elevator service and dock access at your current and new location
  • Schedule post-move clean-up and disposal
  • Finalize seating assignments with key personnel
  • Confirm move schedule and activities with all vendors

1 month before your move

You’re just 30 days out at this point and your move will be here before you know it. It’s time to take care of the finishing touches, so you’ll want to:

  • Confirm furniture, security, IT/Teleco/AV, and signage installation at your new office
  • Communicate the moving plan details with staff
  • Finalize packing and labeling of all items to be relocated (if you’re packing the office on your own)
  • Prepare detailed move floor plan and signage
  • File change of address forms (USPS, UPS/FedEx, Courier)
  • Create and distribute a move-out packet to employees including a checklist and labels
  • Create and distribute a welcome packet for employees at the new location
  • Conduct final site inspection one week out from move-in day
  • Confirm receipt of Certificate of Occupancy

Work with the professionals to create an office moving timeline

So, there you have it! A month-by-month guide to your office moving timeline. If this at all makes you feel overwhelmed or stressed, it’s probably best to work with professionals. Here at Lavoro Consulting, we provide corporate real estate and relocation services to small- and medium-sized businesses.

With more than 20 years of experience assisting with office relocations, we’re here to help ensure a seamless and stress-free process for you and your team. Contact us today to get started.