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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Why You Need Professional Office Movers When Relocating Your Chicago Business

Relocating comes with a lot of work, a lot of details to consider, and a lot of things to do. That is why hiring a moving company to handle the heavy lifting makes sense for your back, your schedule, and the safety of your belongings. When it comes to an office move, many people think that they can just have their staff handle moving their own belongings and that a moving company isn’t necessary.

If you are relocating your Chicago business, you are wise to leave the job to a professional office mover who will know how to not only protect your sensitive materials, but they can stick to a timeline to make sure you aren’t out of the office for long and help keep you organized from start to finish. Take a look at the reasons below as to why it is important to hire a professional office mover.

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Staying organized and on time

First and foremost, your professional office movers will keep things organized and on time for you. It’s too easy for an office move to become unorganized and keeping your team out of the office for longer than intended.

Hiring a professional office mover means that you can rest assured that you’ll keep company data, your calendar, lease paperwork, and more organized from point A to B utilizing the crates and boxes they bring to you for the move. You can focus on other details while your moving crew helps you efficiently move your office’s sensitive information, equipment, and furniture to your new office.

You can also guarantee a return to the office date to your clients because you can count on your movers to keep things timely. When you move on your own, it’s too easy to find yourself with more stuff to pack, move, unpack, and set up before you can get back to work than you were expecting.

Since your movers can get you an ETA of how long the move will take, you’ll be able to plan accordingly to get things done before and after the move with a timeline in place. They can tell you how long to expect for packing, moving, unpacking, setting up, and cleaning up from the move so that you can know when to expect to be back to work.

Helping with the technological elements

In addition to the hassle of packing things without damaging them, moving them to the new location, unpacking them and setting up your office, your movers can help you in the technology department as well. Just like the time you had someone set up your office phone system and your desktop computer, your moving crew will be able to disconnect all of your technology, move it efficiently, and set it back up for you at the new location.

If you had to hire a team to set everything up for you, you will likely need help getting everything set up again at the new location. Allow a professional office mover to handle all of your office belongings and your technological needs so that you can focus on taking care of your clients before and after the move.

If an office mover is right for you, be sure to call The Professionals Moving Specialists in your area to get the move done carefully, efficiently, and properly, from start to finish.

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How Much Does it Cost to Move an Office? Part 2

(Part 2 of a two-part series. Read Part 1.)

Since there’s so much information to cover about the cost to move an office, we split this post into two parts. We already covered the challenges of an office move and the elements you should consider in the costs. In part two, we will look at the actual costs for moving an office.

Breakdown of office relocation costs estimator

Now that you have a sense of the elements that will affect your pricing, it’s important to understand a breakdown of these potential costs. Not all of these costs will apply to your move, but many could apply to it.

  • When you’re moving about 1,500 square feet of office space, your pricing could range from as low as $750 to as high as $4,500 depending on the materials, disassembly, and furniture.

  • The packing and moving of a 3,000 square foot space would likely start at around $1,500 and range up to $9,000 depending on your files and furniture.

  • A 10,000 square foot space would likely start at $5,000 and range up to $30,000 due to numerous employees and workstations. Consider about $50 -$250 per employee.

You’ll have additional costs for a moving consultant, long carries and shuttling boxes through elevators, packing and moving cable, data lines, and computer or phone cables, and you’ll want to tip your moving crew.  New furniture could cost $200-$2,000 per employee, computers ranging from $300-$3,000 per employee, and phone systems anywhere from $100 to $1,000.

You could also look at the expenses as it costing about $1-$2 per square foot for an office move or around $.75 per square foot for packing your office. Determine if you want a crew to pack up your office outside of business hours to save from losing out on your own operations or if you’d rather have your office staff pack their offices up during working hours which could affect your business income.

Best advice before your move

The best advice before your upcoming office move is to spend a great deal of time planning this out. You’ll need to work with a professional moving team early to make sure everything is prepared for well before moving day.

Not only do you need to work with the movers now, but you should work with internet service providers on your transfers, contractors like plumbing and cable to get you all setup, and talking to any of your staff members about expectations for the upcoming move.

You also need to prepare financially for such a big ordeal. On the lower end, you could be spending $5,000 on a small business move and up to $10,000 if your business has up to 30 people. If you wait too long to plan your move, you could end up with unexpected charges for last minute planning like expedited shipping, weekend labor rates, after-hour assistance, redoing jobs that were rushed the first time, and more.

Your cable or internet provider could charge you a rush for transferring services in such a hurry or contractors you hire to set up services in the new location could charge for rushed labor. You can’t go without plumbing, electric, internet, or other important services, so you would definitely pay whatever it takes to get things setup which could cause you a huge bill in the end.

The alternative would be shutting down the business for a few days which could cost you hundreds or thousands in unhappy or lost clients. It’s important to plan ahead to avoid any major costs like these or others that you haven’t even considered for trying to do everything at the last minute.

You’ll likely want to hire a professional mover in Chicago to handle the disassemble and reassemble of your furniture equipment, customized packing and crating, the moving of computers and servers, and other individual needs that will be worth every penny when your business is back up and running without missing a beat.

We are an experienced moving company and are used to clients that need their offices moved and special crating for extra protection of their gear. We can handle moving that large office copier, using a sanitized truck fleet to keep your belongings protected, and will help you with the logistics and scheduling with ease.

Don’t fear your upcoming office move.  Hire a great moving team, plan out the details, and look forward to a bigger and better, or smaller and simpler office space!

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How Much Does it Cost to Move an Office? Part 1

When you have to pack up your business because you’re going to be relocating your operations, it can feel like a daunting task. Not only do you have to consider how to go about packing, moving, and unpacking, but you’re likely trying to keep operations up and running during this time. You need to be able to keep your business running smoothly while you’re moving your office, but it’s already a stressful time to try to keep everything straight and get through this tiring process. With the right, professional moving team, it really doesn’t have to be so hard on you after all.

The best place to start is to look at the costs of moving your office, in order to plan accordingly for your upcoming needs. Take a look at a breakdown of the costs from what type of office you’ll need to how much help you’ll need to bring in versus how much of your staff can handle, and more.

Why are office moves a challenge?

Movers with experience would tell you that moving even the smallest of businesses can be a pain for a business owner, staff members, and others involved. They are necessary because they are often leading to larger spaces that can accommodate more staffers and the potential to grow, but in some cases they are needed for a business that needs to downsize.

Regardless of the reason, moving an office can disrupt the workflow, make it challenging to keep everything straight, and can make unpacking tedious for a business that just wants to get settled and back to work. If you’re moving to something bigger and better, just keep in mind the end goal of having more space, a better location, or the ability to expand your business.

What elements should I expect in costs?

When it comes to the cost of the move, you’ll have to consider the expense of the new place, outsourcing help, the potential of new purchases in equipment and furniture, as well as any costs in lost business during the move.

When it comes to your new space, rather than thinking of your company in terms of the general size of your operations, you should think in terms of workstations needed to accommodate your staff. Many companies have workers handling things from home, workers that travel, and others that work part-time and share desks. Consider how many workstations would need disassembled and reassembled, or if you need to purchase new furniture from desks to chairs, a dinette for the breakroom to chairs for a waiting room.

Have you looked into the internet and cable you currently use vs. what a new space you like can support? If you are going to have to go with a different network, you may have costs with early termination fees and start-up fees unless you can do an easy transfer.

Consider if you’ll need to spend more for an office with a conference room for meetings and a server room for your internet needs. You’ll also likely want to transfer your existing equipment, unless there is no choice than purchase new hardware. If you plan to upgrade your equipment, you may want to make sure that is all handled before moving day.

Don’t forget about hiring a professional moving team. You’ll likely be able to get some of your staff to help out with some of the easier tasks, but some offices may need a team to disassemble, reassemble, pack, and unpack your office. Unless you have a team member that can set up physically move your equipment and set up workstations, consider hiring a professional to avoid potential damage or delays.

continue reading part 2

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