The Ultimate Step-by-Step Relocation Checklist for Office Shifting

Office relocation is not an easy process as moving an entire office could be hectic and stressful. It’s a daunting task to migrate all the employees from one place to another, let alone valuable things like expensive equipment, technical devices, computers, machinery, and office furniture.

Without the right services for help, planning and arranging the move is going to be a tedious task be it a large or small sized office. It’s important for the move to be successful without any hitches or glitches. However, planning and execution can surely lead to a successful move. Thus, we’re here to help you with an office relocation checklist that you can start working on beforehand.

6 Months Prior

• Review your existing lease and fix an end. Pay all your dues and close all loose ends beforehand.
• Look for office shifting services and get quotes. It is advisable to ask the companies for their prices and service inclusions.
• Decide on a logistics firm that fits your budget and provides you with value-added services like moving, packing, and storage at affordable rates.
• As office shifting requires dismantling/cabling of respective computers – it is important to choose the service providers who have technical expertise in the same.
• Labeling of respective staff members’ computers also plays an important role in data privacy.
• Ensure that the service provider has experience in Cabling, Mounting / Unmounting, and Migration inventory management when there is a Data Centre Migration. 
• Decide whether you should include insurance as part of the deal. It is one of the most crucial yet overlooked part
• Get a planning team to start the office move project plan in phases

3 Months Prior

• Contact the movers and packers and share your requirements
• Lock in moving date and time with the movers and pre-arrange all the necessities
• Communicate the date by which you want the new office setup ready to ensure that there is no loss of working days.
• Clear out the requirements beforehand for eg, if you need storage services then inform the movers about the time and period of storage. Similarly, if you need packing and unpacking services then arrange them beforehand so that you have enough manpower on the day of moving.

Communicate Internally and Externally

• Create a checklist for moving office locations and inform the staff to involve required people for the plan of action like packing devices, stationery kits, desk amenities, etc
• Assign responsibilities to team members and inform all employees of the same.
• Lastly, communicate to external stakeholders about the move and share the new address to keep them in the loop.

2 Months Prior

• Arrange the installation of machines and telephones in your new office. 
• Create a plan to set up the computers and IT systems along with the sitting plan of the employees department-wise.
• Start packing all the necessities in phases, starting from the least important to the most.
• Collect important documents, keys, and other security resources from your employees.
• Transfer utilities to the new office and set a cancellation date for existing utilities.

1 Month Prior

• Start packing and tagging inventory furniture as well as office supplies.
• Don’t forget to take pictures of your stuff to ensure that you don’t lose anything during unpacking.
• Catalog the moving furniture for you as well as the logistics firm benefits.
• Keep your packers and movers informed about the amount of moving and storage stuff so that they can plan transport. 
• If you have decided to take insurance (which you ideally should) then convey it to the movers so that all documentation is taken care of.

1 Week Prior

• Take note of your new office and decide what can go where this will help you load and unload things quickly.
• Remind employees to pack personal belongings in a box and label them for clarity.
• Review your moving schedule with the movers to help assign who will do what.
• Purchase packing material or talk to your moving service to cover that aspect (Many relocation services offer 3 layers of protective packaging for added security).
• Start packing and loading things, from the least required to the most required.

Moving Day

• Move whatever is supposed to go into the storage facility as per the office move planning checklist. 
• Load the rest of the furniture and amenities in moving trucks, ensure they are all labelled well and have been sorted as per need
• Keep track of the moving progress by staying in constant touch with the logistics team. 
• Load and unload furniture as per the office relocation to-do list,  or take help from the movers for an additional cost.
• Unpack everything.
• Take note of all your stuff and ensure everything has been moved safely. 
• Don’t forget to communicate the same to your employees by informing them about the individual spaces so that they can unpack with ease. 
• Install machinery, devices, and equipment safely and securely.
• Finally, meet loose ends by starting amenities and utility services like electricity, water, internet, etc.

You’re all set now! Moving can be challenging if you don’t plan. This office shifting checklist can surely be used for a successful move. Hopefully, this blog can help you get a head start. Don’t be afraid to make any spontaneous decisions if needed. After all, you don’t want moving stress to take over your peace of mind, Right?

If you are looking for packers and movers services then give a call to Mega Pack and Carry Pvt Ltd! We handle office shifting with ease.