Whether your team is growing and needs more space or you want to change locations to match your brand image, office relocation is a complex project. You must find a space to accommodate your diverse departments while ensuring every team member feels at home. Then there’s the process of coordinating the move while protecting team productivity and minimizing downtime.
To successfully plan your team’s migration, you need to know the entire process, from office hunting to the final pot plant placement. In this article, we help you design the ultimate office move checklist, covering timelines, budget and furniture installation so there are no surprises down the line.
The Importance of a Phased Approach to Your Office Move
Phasing your office relocation lets you break down the complexities of moving into a series of manageable steps. This approach gives you an overview of all critical details so nothing falls through the cracks. Knowing which activities to complete makes it possible to establish buffers, limiting operational chaos, employee frustration and budget overruns. So whether the weather halts your move or trucks get delayed, a solid plan will help you get the project back on track.
The Strategic Planning Phase: 6-12 months Out
Our moving framework focuses on integrating the three pillars necessary for a successful move into one, so you always know what to do from day one. The strategic planning phase includes these key steps:
1. Define Your Goals and Space Requirements
The very first step in your office move should be understanding the goal. Define why you need a new space and how it will affect business growth. Determining the motivation early will help guide your space and layout decisions. Are you moving to accommodate new hires, foster better team collaboration or improve your image? Which aspects of your current layout are working and which must be changed? Since commercial leases usually last for long periods, factor in probable headcount change in the next three to five years.
Next, determine the exact requirements of your new space. Create surveys to understand your team’s ideal working environment and use their ideas when designing the layout. How many private offices will you need? Will you have cubicles or opt for modern workstations? What about reception, collaboration rooms and amenity spaces?
2. Assemble Your Relocation Team
You will need at least one executive or senior employee to help handle high-level decisions. If you are part of a small business with cross-functional roles, you could take up this role or outsource it to the HR manager. If you work for a company with a clearly defined hierarchy, include one of the seniors on the team. Appoint a project manager to handle the day-to-day aspects of the move. Kick-start the project with a group meeting to discuss the goals for the coming month and establish clear communication protocols so everyone is clear about the project’s KPIs.
3. Establish the Relocation Budget
Within your early planning months, you need to determine your office moving budget. All your moving decisions will depend on this figure. Be realistic about how much is required based on market prices, and add a buffer to cover unforeseen circumstances. It may help to separate hard costs — rent, furniture and other tangible factors — from soft costs like real estate agent fees and moving services.
The Detailed Planning Phase: 3-5 Months Out
Three to five months before moving, you will want to look at the finer details of the relocation project. From leases to vendor quotes, you run through everything in this phase with a fine-toothed comb.
1. Finalize the New Office and Review Lease Terms
Conduct a final walk-through of the new space. Check all the essential infrastructure, like plumbing, to ensure it is operational — the walk-through is your chance to point out items requiring repairs. If you already have the lease, hand it over to your lawyer to verify the terms. If you don’t, ask for one early so you have time to request revisions if necessary.
2. Develop a Detailed Floor Plan and Design
This office will be the place you and your team will call home for several years, so make sure you get the design you want. Partner with a design team with 2D and 3D rendering capabilities to help you visualize how each piece will fit into your new space. Renderings also let you discuss the layout with your relocation team to ensure the space will serve your entire team.
Get clear visuals of the different work zones. Define collaboration and quiet areas, and know where your cubicles or workstations will be. Remember to include unseen infrastructure like power outlets and Wi-Fi access points in the layout for convenience and installation success.
3. Select Vendors and Get Quotes
Create a checklist of the items you need and the possible vendors who can provide them. When it comes to your office furniture, choose pieces that align with your desired aesthetic while improving comfort.
Send out proposal requests to IT specialists, furniture providers and moving companies. Compare quotes and pick services that fit within your budget. You could also work with a full-service relocation partner to handle vendor coordination and ease the load on you and your moving committee.
The Execution Phase: 1-2 Months Out
In the execution phase, it is time to tie up any loose ends for a seamless move day.
1. Refine Your Budget and Order New Furnishings
Update your budget spreadsheet to confirm that actual costs align with estimates, and finalize orders and confirm your furniture’s lead times. Coordinate delivery with the building management for a smooth reception, or appoint a reception team from your business for the delivery day.
2. Create a Detailed Packing and Labeling Strategy
Use a box labelling system to make offloading and installation straightforward. Encourage your team to pack items according to the new layout with labels detailing each box’s new room or cubicle number and department. Consider implementing a company-wide, cloud-based spreadsheet to track the content in each box, the packing employee, the number of boxes per department and the final placement location.
The Final Stretch: 1-4 Weeks Out
Provide employees with a clear timeline for all moving-related activities, and collaborate with your relocation team to create department-specific schedules that reflect each team’s tasks. You may need a second schedule with clear plans for the first day in the new office. The final weeks before moving are also the time to:
- Contact vendors to reconfirm logistics
- Book freight elevators
- Obtain any necessary permits
- Ensure your team will have building access on move-in day
Move-In and Post-Move: The First Week
On moving day, your relocation team should be on the ground with floor plans to guide installation and direct movers. Have a quick walk through after installation to ensure correct placements and assemblies.
You should also test all the devices and networks to ensure they are operational ahead of day one. Have your IT team on standby for quick troubleshooting during the tests. If you have the time, you can create a welcome packet for all your employees. Include a building map and a guide to the new amenities your team gets to enjoy. Fill the breakroom with treats to kick-start your new journey in a new space. Of course, you’ll also need to make a social media announcement so your customers know your new hideout.
Simplify Your Next Office Move With a Professional Partner
Getting a new office space is an exciting adventure with many moving parts. It takes good planning and a detailed checklist for a seamless experience. You can trust the team at COE Office to ensure the experience is frictionless from start to finish. Our free space planning services help you envision your new office before you even start moving. With our vast inventory of desks, chairs and cubicles, we have the furniture you need for your desired aesthetic.
Download our moving checklist and plan for a successful move, or contact us to learn how our furniture can upgrade your space.