Making a corporate moving checklist and ensuring a smooth transition into a new space can be stressful and frustrating. Many things could go wrong along the way, from the packing methods to the move to setting up the new space. If you want to avoid the most common mistakes, here’s a list of office moving tips you need to know.
Things to Take Care of While Moving Office
The Floor Plan
This planning process should start months in advance. Since the new office space will be different from the current one, deciding on the floor plan should be the priority. Work out where the desks will go or how the cubicles will be placed. Then decide about placing individual offices, conference rooms, break rooms, lavatories, exits, and social or communal spaces. You must ensure that the number of new desks, cubicles, and offices tallies with the total employees working in your company. Once these places are finalized, number them. Assign a number to every employee.
The Electricals
Moving offices means moving technology. All your electronic equipment, like PCs, printers, and laptops, will also move. Once the floor plan is confirmed, you must finish the electrical layout. Placement of power points, lights, air conditioning, etc. It is probably best to collaborate with an architect on this.
Researching for Movers
You should look for office movers based on your location, budget, and other requirements. For instance, some companies might work only in certain parts of Toronto. Other office movers may be too expensive for you. Or may not be offering the exact services you need. Finding the right movers requires research and concrete knowledge of your requirements.
Important Communications
Ideally, a few weeks before the move, you should update all your employees with the exact address of the new office. Hand them over the numbers of their new desk or office. Give them important details such as where to park, which buses, trams, or metros will be the best, and the best routes to the office.
Packing Requirements
Tell your employees to pack everything with care. For example, the respective owners should take laptops, chargers, stationery, desk adornments, and even coffee mugs or cookie jars. Ask them to be mindful of taking all their things. It’s a good practice to ask employees to start cataloging their belongings. This way, they are prepared with everything that’s to be taken before the move. This is a crucial part of the moving process. You can educate your team on how to pack electronics for moving.
You will need to number all the equipment uniquely. A good way to sort out items such as cables, cartridges, coffee filters, etc., is to put them in individual bags and number them with the same unique code as their main item. For example, if the printer has been numbered PT12, then the cartridge bag has been numbered PT12 as well. This will help in unpacking subsidiary items and main equipment together.
Four Mistakes to Avoid During an Office Move
Signing the Lease Without Inspecting the Space Properly
One of the biggest mistakes you can make during a move is leasing a space without properly inspecting its size and kind of space. Generally speaking, large office buildings provide a structured leasing process, maintenance teams, and cleaning services. These buildings are usually more expensive and have higher insurance, security, and compliance requirements. Smaller buildings may not have these amenities, but their prices are lower and there are less insurance and security requirements. You can hire a contractor to do HVAC maintenance or cleaning for these locations. Be sure to assess your needs and budget before signing the lease on a new space, and ensure you are only paying for what you need.
Lack of Research & Unexpected Expenses
Doing your research is vital to making wise decisions about your move. You should check to see if the building has any union contracts, which can limit the number of vendors you can use for building services such as Internet and air conditioning. Do some shopping around among the vendors available to you to get the best price possible. Additionally, if you do not stay on schedule and budget, you may be paying high fees and unexpected expenses from your moving provider. Be sure to plan to avoid this mistake.
Not Having Enough Supplies to Pack Up the Materials
Planning your move properly involves making sure you have enough packing supplies, and the right supplies, to pack your materials safely. If you fail to do so, you may cause delays in your packing process, cause items to be damaged or destroyed, and be an inconvenience to your local office movers. You should also know the benefits of using high-quality packing materials.
Not Communicating Effectively with Your Staff Members
Before your moving day, your staff should be fully prepared and aware of how things will operate until the new location is all set up. Making this mistake may cause the environment to become stressful and produce a lack of productivity among your staff during and after the move.
Plan Your Corporate Move with No Problem Movers
There are many benefits to working with a business moving company to move your corporate office. While there are many professional moving companies out there, not all of them have the proper licensing, experience, and availability you need. This is what makes No Problem Movers the ideal choice when it comes to a corporate move. We provide various moving services in the Greater Toronto Area, from packing to transport. Our services include residential, commercial, long-distance, vehicle, overseas, and senior moving, as well as packing and unpacking services, secure storage, and junk removal.Â
We hope that our office moving tips help you in making a well-planned decision. Contact us today to find out more about our specialized relocation services.