Published: July 01, 2023

The Essential Office Relocation Guide: A Comprehensive Checklist and Timeline

Moving an office can be an overwhelming task, filled with countless details and logistical challenges. Whether you’re relocating to a new building or expanding to a bigger space, careful planning and organization are essential to ensure a smooth transition. To help you navigate through the complexities of office relocation, we have created the ultimate office moving checklist and timeline. By following this comprehensive guide, you can minimize stress, avoid potential setbacks, and ensure a successful move for your entire team.

Six Months Before the Move

• Establish a Relocation Committee: Form a team responsible for coordinating the move and delegating tasks.
• Create a Budget: Determine the financial aspects of the move, including costs for packing supplies, movers, and any necessary renovations or repairs.
• Evaluate the New Space: Take measurements, assess the layout, and plan the placement of furniture and equipment.
• Notify Employees: Announce the move internally and address any concerns or questions.

Four Months Before the Move

• Portable Storage: Think about using a portable storage company, like UNITS Moving and Portable Storage of Oklahoma City, to transport the office belongings. They can drop off their portable storage containers at your property and pick them up once you are done packing them. They will then deliver the storage containers to your new office location.
• Develop a Floor Plan: Collaborate with the committee to create a detailed floor plan for the new office. Assign spaces for individual departments, common areas, and storage.

Three Months Before the Move

• Update Your Contact Information: Notify vendors, clients, and service providers about the upcoming move and provide them with your new address and contact details.
• Create an Inventory List: Take stock of your office equipment, furniture, and supplies. Identify items that need replacement or repairs and consider selling or donating any unnecessary items.

Two Months Before the Move

• Order New Supplies and Equipment: Determine what additional items are required for the new office and place orders accordingly.
• Plan IT and Communication Setup: Coordinate with your IT team or service provider to ensure a seamless transition of internet, phone lines, and other essential systems.
• Organize Paperwork: Start organizing and archiving documents, files, and records. Consider digitizing necessary paperwork to reduce physical clutter.

One Month Before the Move

• Notify External Parties: Inform clients, customers, and business partners about the upcoming move and provide them with the new address and contact information.
• Coordinate With Building Management: Confirm the move-in process, reserve loading docks or elevators, and ensure compliance with building regulations or restrictions.

Two Weeks Before the Move

• Pack Non-Essential Items: Begin packing items not required for daily operations, such as extra office supplies, decorations, and seasonal items.
• Label Everything: Mark boxes and furniture with the name of the department or employee they belong to and their designated location in the new office.

One Week Before the Move

• Finalize Packing: Complete packing of all remaining items, ensuring that fragile objects are properly secured and labeled.
• Communicate Move Details: Remind employees about the moving day schedule, parking arrangements, and other relevant information.

Moving Day

• Assign Employee Tasks: Delegate responsibilities to employees, such as overseeing the move-in process, packing or unpacking, or setting up workstations.
• Conduct a Final Walkthrough: Before leaving the old office, double-check that everything has been packed and adequately moved.

After the Move

• Unpack and Set up: Start by unpacking one box at a time and putting it in the proper location.
• Update Your Address: Notify postal services, utilities, insurance providers, and other relevant parties about your change of address.
• Celebrate the Move: Organize a small gathering or office event to commemorate the successful move and boost team morale.

Moving an office requires careful planning and coordination. By following the ultimate office moving checklist and timeline above, you can ensure a smooth transition and minimize disruptions to your business operations. Remember, early preparation, effective communication, and attention to detail are critical to a successful office move. With a well-executed relocation plan, your team can settle into the new space quickly and resume their work without unnecessary stress or complications. For assistance with office relocations, contact UNITS Moving and Portable Storage of Oklahoma City at (405) 454-8646 today.