Most people don’t look forward to moving. While a change of scenery, a new place, and a fresh start can be enjoyable, the work involved in moving can easily become overwhelming. When moving offices, there is even more work to get done.
If you’re looking at a cross-state office move, don’t despair! BestMovers.pro offers 6 Pro Tips on how to prepare for and execute a successful office move.
1. Start Planning As Early As Possible
The biggest tip for a successful office move is to prepare well in advance. The earlier you start planning your move, the more time you have to get your checklist done before the moving date arrives. Part of this planning includes making a budget and setting a timeline.
An important aspect of planning includes having an action plan for when you arrive at the new office. Make sure that everyone knows where they will be working and what items go where to reduce any confusion on the day of the move.
2. Use The Opportunity To Downsize
You only want to bring the things you need. That’s why an office relocation is a perfect time to downsize and organize your supplies to get rid of what isn’t essential. Do you still have unused file folders from 1990 or an old supply drawer that has sat empty for years? Now is the time to minimize your junk and only keep the essentials.
While some of your items might be old or broken, you likely have a lot of materials and supplies that are still in good shape but aren’t being used often. Take a look at some organizations in your area that could benefit from a donation of good-quality office supplies.
3. Assign A Moving Team
Because there are a lot of things to do and manage in a successful office move, it is too much for one person to handle. If one person has too much responsibility, there is a higher chance things will be forgotten or important tasks will fall through the cracks.
Organize a Moving Team within your employees. Each one will have a list of responsibilities for them to manage according to their ability and strengths. Assign a Project Manager for the move and make sure all the tasks are getting completed and the timeline of the move is being followed smoothly.
4. Create An Inventory List
During a move, it’s easy for things to become misplaced or forgotten. As you pack up the office, encourage your employees to keep an inventory of everything they pack away (and even what box it’s in!) That way, as you unpack in your new office, you’ll have a better idea of where everything is and reduce the number of items that go missing.
One way you could do this is by creating a template that includes the following information: location to bring the box in the new office, contents within the box, and a warning if it’s fragile. Once the template is filled out for each box, tape it to the front and top of the box, making it easily accessible during the move.
5. Research State Regulations
Moving states poses an additional challenge to moving within the same area. For example, if you have company vehicles, they will need to be registered and insured in the new area. There might be other state-specific regulations that apply for taxes too.
The earlier you know the different regulations in your new state, the earlier you can start changing your information over. This can help you “hit the ground running” once you arrive instead of figuring everything out once you’re there.
6. Change Your Address
As soon as you know where your new office is going to be, make sure to start the process of changing your address on all documentation. This includes your website, social media, or online presence, as well as business cards, letterheads, and return labels.
Assign someone in the office the task of creating a spreadsheet of everywhere your office address will need to be changed. They can check each item off as it is completed. This will make sure nothing gets forgotten.
Hopefully, this has helped you better understand how you can move your company to another state. It is a lot of work, but preparation and organization go a long way, and so does hiring the right moving company to make sure the job is done right.