Plan Your Relocation with this Office Moving Checklist

A commercial move is a huge deal. When you're relocating your office from one place to another, you need to make sure you're organized. Whether your lease ran out or you're moving into a larger space, you need the right office moving checklist.

With the right checklist, you'll know everything has been properly packed and moved to the new location. If you need to relocate your office, here's an office moving checklist you can use to help get the job done.

Three to Six Months Before Moving

While this category says three to six months before moving, it should be things you do as soon as you're sure you'll be moving. These items include:

  • Figure out the Time Frame and Schedule for your office move - Include the dates when you will be moving all the equipment, when the staff will begin working at the new location, etc.

  • Find and Secure a New Location - If you don't already have a new location for your office, this is the time to find and secure your new location.

  • Assign Responsibilities and Tasks - It's time to let your employees know you'll be moving and assign the necessary tasks and responsibilities to be done.

  • Create an Inventory List - You should also create a list of your existing equipment and furniture. This will help you to see what you need and don't need. Consider selling anything you no longer need before moving.

  • Create a Budget - You will also want to consider a budget for your move. Consider the cost of a moving company and everything else involved.

Two Months Before Moving Day

When relocation day starts to get a bit closer, you want to make sure you take care of the following:

  • Change your business address with the USPS, IRS, Bank, and other important vendors

  • Review your current lease to ensure you know what you need to do with your current space

  • Hire the right office moving company and find out if anything you will be moving requires special attention.

  • Start holding regular moving meetings to keep everybody on task.

One Month Before Moving

The day is nearly here and it's time to take care of the following:

  • Transfer your utilities

  • Make the moving announcement in a Press Release or public relations campaign

  • ·Implement a labeling system

  • Inventory and tag all equipment, furniture, office supplies, etc.

  • Procure the necessary moving supplies

  • ·Order new business cards and stationery

  • Determine your security procedures for the move

  • Get parking and moving permits

  • Hiring professional cleaners for the old space

Two Weeks Before Moving

About two weeks before moving your office, you want to:

  • Check the new location and make sure it's ready

  • Clean as much as you can in the old space

  • Back up any vital information on your computer system

  • Call your Chicago moving company to confirm the date and time

The Week of the Move

The week is finally here and it's time to:

  • Hand out new keys and employee cards for the new space

  • Disconnect all electronics and major appliances

  • Set aside anything not going with the movers

  • Inspect your new office thoroughly to ensure it's ready to go

On Moving Day

It's time to relocate to your new space, but first, make sure you take care of the following:

  • Designate your moving coordinators on-site to ensure everything runs smoothly

  • Assign someone to do the final walk-through at the old space

  • Meet with the movers and provide instructions for the day

Use this office moving checklist as a guide and customize it as you see fit. With the right commercial moving company helping you and this checklist, your office move should go very smoothly.

Young Professionals Moving Office Space in Chicago
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How to Prepare your Office for Relocation

Moving from one office to another can be a chore, especially when you want to continue running your business through the process. No one likes to feel that their business is out of commission when they have customers counting on them, but sometimes exciting changes happen like upgrading your office location.

You can make the move feel seamless by having a good plan of attack and a professional moving crew with experience moving offices. Once you’ve picked a time and hired the movers, here is what you need to do to prepare your office for the relocation.

Start planning

You’ll want to start by planning out how this is going to go down. Several weeks before, you’ll want to choose the timeframe for the move, depending on important dates coming up in your calendar, and also depending on if your current lease is ending. Next, call a professional moving company to schedule a time and to find out what to expect on moving day.

Be sure to start getting your team involved to make sure everyone knows when to expect the move. Suppliers and employers will need to know where to report during the move and to know not to schedule anything for your old location after the moving date. Talk to everyone about their part in the move and have a meeting to discuss the current details. Having a timeline that everyone is included on will make things run seamlessly.

Next, you’ll need to take a closer look at the new space to see if you’re going to need any projects done ahead of time. You may need a painting crew to paint in advance of moving in furniture or you made need to talk to a carpenter about the flooring or constructing walls.

Come up with the layout for the new space, including where desks will go, a receptionist, storage spaces, and where electrical outlets will be available. Are there any problems you could foresee that you’ll need a backup plan for, such as needing more cubicles or finding a place to keep the waiting area or lobby?

Assign tasks to your team

Now that everything is organized, you’ll want to start delegating tasks. You may want to ask for volunteers or assign tasks, as well as let each employee know what they need to do individually before the move.

Whether it’s packing their own personal effects and desk or helping move furniture, your staff will need to know what tasks they have been assigned and at what time. Having meetings will help to answer questions and keep everyone on the same page.

The weeks before the move

You’ve been preparing for 2 months now with your team and now it’s time to handle some of the details that come with running a business. A month before the move you should take the time to inventory everything, purge any extra clutter, notify everyone of the change of address, and order new business cards. This is the time to get rid of furniture or décor you won’t be using, taking note of everything you will be moving, and updating all marketing pieces with the new address.

Now you’ll need to prepare the new space by turning on utilities, notifying area businesses about your plans for the moving day, communicating with the building manager about your moving day needs, and talking to the moving company about their access for unloading at the new office. You’ll want to start getting things packed and labeled and letting your customer base know about any interruptions to business, whether it’s for a few hours or a few days.

Moving your office may sound overwhelming, but with the right plan in place everything can happen smoothly. Use this guide to make it happen efficiently so that you can look forward to your new office!

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Tackling Office Relocation in Chicago, IL

officemoving1
officemoving1

Commercial moving is always tedious, especially if you have a large office.  Office Relocation in Chicago, IL is more of an easier moving process when hiring the Professionals Moving Specialists. There are a number of people to account for and even more equipment and furniture.  To make you Chicago office moves easier, see our moving tips below.

Planning Always Works

For something as large scale as an office move, planning is one of the most important things to do.  Depending on the size of your office, give yourself five yourself three to eight months to prepare.  Remember that it’s never too early to start preparing and the more ready you are, the easier the move will be.

Firstly, make sure everyone in your office knows that they will be moving.  You don’t want moving day to come only to find out an entire department had not been informed.  Then get the floor plans for the new office.  You will want everything ready there before you move in.  Plot out where the desks and cubicles will go.  Is there going to be a copier room or a file and storage room?  Also remember to have the interior decorators in early.  You don’t want the carpenters still putting in carpet when you move in.

Chicagocommercial
Chicagocommercial

Time To Tell The World

There is always someone you will need to tell.  It depends on what type of business you run, but some important people include vendors and contractors.  Your lawyers and clients should most definitely be notified as well.  On your stationary, all addresses on business cards and letterheads will have to be changed.  The move should also be announced on your website if you have one and altered on any advertisements you have out.  Make sure everyone knows the date of the move as well.  You don’t want anyone going to the new offices before they’re finished or going to the old offices after you’ve moved out.

Time To Re-Evaluate the Tech

Moving gives you an excuse to upgrade like you’ve been meaning to for the past year.  With technology moving so fast nowadays, machines that are 5 years old are actually 10 years out-of-date.  Here is a perfect excuse to throw out the bulky models for some sleeker, newer versions.  If you keep your current computers and machines, make sure they will all be carefully packed for transport.  You don’t want anything damaged.

For your new offices, call ahead to get phone lines and internet installed.  That way any potential problems will be resolved by the time you move in.  With everything ready, you’ll be up and running in no time.

office
office

Time To Organize

Organization is one of the most important elements if you want a smooth move.  With so much stuff, it is really easy to misplace boxes and lose files.  Your workers will pack their own things.  Make sure they properly label all their boxes so nothing gets sent to the wrong place.  Then write up a master list of everything that is packed.  It’s a simple way to keep track of the large amount of items about to be relocated.

Hire Professional Movers

Great movers can make all the difference.  If you are moving your business within Chicago, The Professionals Moving Specialists is the moving company to call.  Our team is fast, efficient, and extremely courteous.  We pride ourselves in our customer service.  We will help you pack and unpack your equipment and machines.  We will also help you take apart and rebuild furniture and cubicle dividers.  The Professionals Moving Specialists are an all-inclusive service that aims to please.  Our goal is to help you move so that your business will have as little downtime as possible.

Not Everything Goes According To Plan

And that is okay.  You may have plan the move to the smallest of details, but there will always be surprises.  If something unexpected happens, don’t panic.  It is only a small bump.  The rest of the move has already been planned out.  Remember to be flexible and have some leeway.  Being able to adapt will make moving a lot more stress-free.

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What's Your Moving Sign?

Hey!  Not sure if you've noticed, but we've recently relocated to bigger offices in Chicago, IL.  We're expanding our business, hiring more people, and adding more trucks to our fleet!  So in celebration of this, let's we've surfed the internet for some cool "we aremoving signs"!  You never know when you might move and why use that stereotypical ones you find in hardware stores when you can use one so much more interesting and eye catching? 1.  You like cute?  I like cute and this is definitely cute.  I mean a giraffe driving a car with a cat and a bird riding in and on the trailer.  The kids will love it!

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2. Check out this puppy.  If you're able to break away from his soulless stare, you'll see that he's being very informative about the move.

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3. I quite like this one.  It has a simple, but eye-catching design and the desaturated color scheme is very complementary.  I'd use this if I was a more serious type of business, but still wanted to be a little unique.

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4. This one is just fun.  I mean, men with mustaches carrying a piano.  There's a joke in there somewhere.  I'm just not sure where....

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5. This is along the same line as the top one, just less colorful and a teensy bit less funny.  It's okay, though.  I've always liked the vintage art style.

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6. What's a post without our favorite sarcastic, writing, daydreaming dog?  Just a normal boring post.  Snoopy makes everything better, including your move.

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7. This moving sign is really cute.  It's not too out there, but it's different enough to catch your attention.

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8. Alright, this is one of my favorite.  It doesn't outright state that you're moving, but the sentiment is there.  It's laced with the subtle cynicism that can only be found in today's society.

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9. Little girl and Superman!  What's not to love?  (I like the girl.  She's smart.)

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10. I swear, there is nothing else better in this world than a bad pun...except maybe fried oreos...maybe.  Nothing makes the day better than a groan inducing pun so horrible you can't help but laugh.

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11. Are you a pessimist?  Then this is the sign for you!  I mean just look at it!  It's all looping swirls and elegant calligraphy and then BAM! Depressing message. (however true it may be.)

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12.  This one is so sweet....literally.  Why not soften the blow of stressful moving by a picture of a cavity inducing gingerbread house?  It's perfect for bakeries and the sorts.

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13. This one is just funny, like "I have no idea what is going on" kind of funny.  But hey, they're version of moving looks rather convenient even if it is scientifically impossible.

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14.  Make your own sign!  It's a nice little personal touch and it means that no one else will have the same sign as you.  Have a huge storefront window?  Grab some window paint and have a little fun!

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