The lease is signed, the paperwork is finished, and it’s time to move into your new office space. After months of searching and negotiations, you can finally call the perfect space your own. You may think the hard part is over, but the move-in process can go awry if not planned properly. Here are a few planning and preparation tips for a flawless move into your new space, from furniture to security and technology.
You’ll need at least a few months to properly plan and hash out the logistics of the move. Measurements need to be taken, furniture ordered, inspections conducted, and more. The longer you have to plan and execute the many aspects of your move, the easier it will be when the time to enter the office comes.
New furniture needs to be ordered well before move-in day, so don’t leave this task until the last minute. Be sure to order from trusted vendors – you don’t want to end up with furniture that has a missing screw or with complicated assembly you must perform yourself.
During this phase of the move, you also need to think about how you will utilize your new office space. Think about the type of office environment you want when deciding on desk layout and furniture selection. You want to maximize the space to best fit your company needs. And even the most collaborative spaces need ways to reduce office noise. Find ways to reduce noise in the office so that your employees can work in a distraction-free environment. The softer the furnishings, the quieter the space.
When moving furniture in, whether new or from your old space, hire a moving company to do your heavy lifting. While you may think it would save money to do it yourself or with your team, an accident or injury could be very costly for your organization.
The scope of your security measures may be tailored to your business and its needs, but no matter what area you work in, some level of office security is necessary. And that security must be in place before move in. Hire security experts (if you do not have a security division) to survey the space and identify necessary security measures, from employee access levels to areas that may need heightened security, like your server room. If you’re relocating, maintain security at your old space until you have officially moved from the premises.
Technology is essential to most organizations these days, so your tech should be a priority during your move. If you have an IT team, have them conduct preliminary checks of the space to make sure the new office fits all of your tech needs, from enough outlets to IT infrastructure and network connections. This may also be a good time for your team to update your network and computer systems to fit with the most current industry best practices. If your organization does not have its own IT team, research and find professionals who can help make your tech move.
While you should not rely on your team for the heavy lifting and moving required for relocation, you do want to delegate other moving tasks around the office to help the process. Task team members with certain duties and chores, whether it’s organizing aspects of the move specific to their department or making sure that all desks have been cleared out. If your team is relocating to a new space, it’s also a good time to take inventory and purge any unnecessary office or personal items. Encourage employees not to bring any items they will not need to the new office to avoid clutter.
There are other aspects of the move you need to be sure have been completed by move-in day. Issue a change of address so that clients do not send important documents or show up for a meeting at the old location, and to vendors so that your deliveries reach you at the right space and at the right time. You also need to communicate with your employees and ensure they understand procedures involved with the new space, from parking to building rules and layout.
And last but not least, enjoy your new space! Move-in can be stressful, but with the right planning and preparation, the moving process doesn’t have to be a nightmare. And when those few unavoidable headaches associated with a big move do come, just remember that moving into an office or relocating to the right space is a great step for your business.