Howus Moving Blog

4 Tips to organize your office relocation

Understand What You Want

There can be many reasons for moving. Perhaps you have updated the terms in your contract or the lease expired and the tenant rejected the deal on the old terms, so the new price seemed unreasonable. Regardless of the reason, when you move it is important to understand why you are doing it, what you expect from the process and what tasks you set for your employees. If you have a sense of purpose, you can convey that feeling to your employees in the form of clear objectives. Successful deliberation is half the process.

Prepare Well

For starters, your team needs to take care of:
  • Budgeting and reallocation;
  • Limiting responsibility for different aspects of the move;
  • Logistics and impact on operations;
  • Cooperation among employees;
  • Keeping track of fast-changing information.

Regardless of the size of the project, it's a good idea to start with preparation. For larger companies, consider creating a temporary board that includes representatives from different departments of the company, employees, and directors. To begin, set a head of the committee to oversee execution, and explain to employees that they are responsible for packing & moving their workplace. This way you will considerably speed up the process and reduce costs.

For a small business, appointing a one-person board will be sufficient. The steps are the same, just on a smaller scale. The purpose of the panel is to ensure continuity and a high level of communication, which will help manage the budget and keep track of updates. For example, working remotely on weekends or holidays.

Take Actions

Take an inventory of all items in the office before the movers arrive:
  • IT systems and media equipment;
  • Internet, telephony, and cords;
  • Important reports and documents;
  • Decor, signage, lighting;
  • Supplies, machines, and other equipment;
  • Each employee's personal belongings;
  • Tables, chairs, and fencing.
  • Old furniture and items that can be gotten rid of. Sell, donate, trade. Most importantly don't bring anything you can't get your hands on;
  • Kitchen supplies: coffee cups, spoons, glasses, water coolers.

Give the list to the person in charge, who can then check if the company took everything from the old place. It's never a waste of time to stroll around the room, look around the office, talk to your colleagues to make sure all the items you need are on the list.

After you have learned about the items and their quantities, it remains to put them in boxes and drawers. The moving company can connect you with the suppliers, or bring the boxes on the day of the move. To do this, you need to calculate in advance how much packaging you will need and notify the movers. For expensive equipment and atypical shaped items, you may need special packaging. For example, servers require additional protection against moisture. Consult the various departments for shipping. If this does not help, contact the suppliers of the equipment. You will definitely get detailed information on transporting. Often it is also possible to get special boxes for an additional fee.

Everything is ready to move. It remains only to understand what to expect from the new place. Get drawings of the future office in advance to determine the layout of the room, the distribution of employees, and furniture. Perhaps there is room for new furniture, or, conversely, it is necessary to get rid of excess. Send a rough plan to department heads for approval, then discuss it with your employees. The discussion will increase the involvement and loyalty of your colleagues.

Make the Move

On the day of the move, your office will have the least number of employees. Ideally, only the people who will supervise the move should be present on site. At least one person, for larger offices but for big companies, the number required may increase. 

Upon arrival, the movers provide you with a roadmap, a parking spot, and an approximate time frame for the process. They contact the administration of the building in the old and new locations, check security certificates, and insurance. Once the details have been agreed upon, you can begin loading your belongings onto the trucks. Stick to the list and mark each item as you progress. When finished, the movers will ask you to sign a paper stating that all inventory has been successfully loaded. Now it’s high time to hit the road.

Once you arrive at your new location, the movers are ready to stick to your plan. One of your employees may supervise them, dealing with unforeseen problems, and coordinating the work. We recommend that there be a maximum of two responsible people on site. Excessive individuals can slow down the relocation process. Consider a video-call instead.

At the end of the process, you'll sign the paperwork, confirming that all the things have been successfully transported. Leaving tips is optional and up to you. The standard tip rate is about 10-15% of the total expenditures.

The next step is unpacking and launching important departments. For example, your IT specialists can immediately get busy installing or setting up equipment for other departments. When movers are out, you can celebrate the milestone with the team over coffee, have a quick word, or make a public announcement, thereby lifting your team's spirits to the next level. We wish you the best of luck with the move!