Coordinating the logistics of an office move, especially a large one, is not for the faint of heart. There are many moving parts to any commercial move, and each one affects the timing of the next step. Everything must be timed out perfectly to avoid delays and lost productivity. This is why employers and business owners hire commercial movers in Portland OR to ensure things go as smoothly as possible.
If you’re considering moving to or from Portland OR, the state’s largest city, perched on the Columbia and Willamette rivers, you need a trusted office mover like Portland Move. Why? We know this Pacific Northwest city inside and out, known for its eco-friendliness, microbreweries and coffeehouses.
To help guide you along, check out our handy office relocation checklist with key tasks as well as a timetable in which to accomplish them.
Planning: 6-12 Months Before
Designate an in-office moving team: As the business owner, you’re very busy and probably don’t have to time to get involved in every aspect of the process. In this case, it’s best to designate a point person who will shoulder the responsibility of the relocation. In fact, you can create a whole team of people who you trust to oversee the daily tasks involved in planning the move. Each person can be responsible for something different, such as planning, packing, unpacking, decorating and organizing, says Moving.com.
Organize Moving Notes in One Place: Make sure your designated point person knows to keep all notes related to the move in one place. This can be a folder, notebook, or on the computer. Keep track of all receipts, quotes and notes, as well as important documents such as insurance records, agreements, and contracts.
Announce the Move and Talk to Employees: Let the company know about the impending move via email, newsletter, or video. Tell them everything you know, such as:
- New office location
- Moving dates
- Reason for the relocation
- Key features of the new office
- What they need to do
- When more information will be forthcoming.
Give employees some time to digest the information, then follow up for feedback later regarding what new equipment they need, workspace preferences, or design recommendations that boost productivity.
Plan Out Moving Costs: Create a moving budget and stick to it.
Check the Layout: Get familiar with the layout of the new office. If you don’t, this could pose a challenge when trying to fit in all your equipment into the new space. It’s a lot of hassle and work to go through just to find out your conference room table doesn’t even fit in the door. You may have to make some concessions if the layout of your new office is awkward in spots and can’t accommodate certain pieces of furniture.
In the event you are downsizing, decisions will have to be made as to which supplies, furniture and equipment will have to be sold off prior to the move. Keep only the essentials. Sketch out where you would like things to go. Reconfigure as needed to ensure everything fits in the ideal manner. Understand where the electrical and phone connections will be so you can know where the TVs will be hung or where the receptionist desk should go. Map out shared workstations and storage spaces as well.
Phase 2: 3-6 Months Before
Plan Post-Move Cleanup: You will have to make sure your current office is clean when you move out. Hire a cleaning service and book them well ahead of time.
Discuss Plan With Your Employees: Keep employees apprised of all progress. Let them know how their daily routine will be affected, where they can park, what the office layout will look like, what the new key codes are to access the building, etc. Confirm important dates and protocols.
Hire Commercial Movers: You can hire a commercial mover as soon as you know the dates of your move, but you should do this at least three to six months beforehand if you haven’t already done so. Hiring a commercial mover is imperative, as the sheer logistics involved in an office relocation are time consuming, complex, and physically demanding. Professional movers know how to organize, pack, transport, and unload belongings most efficiently so no damage occurs.
Plan Out Timing: Even the smallest businesses must set aside a day or two for packing, transporting, and then unpacking. It’s not realistic to have zero productivity losses throughout the whole move, so make concessions for downtime. If you plan those out ahead of time, it’s easier to protect your bottom line.
In order to keep downtime to a minimum, try to move over a weekend if possible. You will pay more for your movers, but it will be worth it if you don’t have to close the office for a day. (Movers generally charge a premium for weekends and holidays, with Fridays having historically high rates too.) Book your move for Monday through Thursday if you want the lowest rates. When employee productivity is more important to you than saving money, go ahead and do the relocation on a weekend.
Now that you have the move organized and planned out, you can easily tackle the weeks and days leading up to the actual relocation.
Call Portland Move For Your Next Office Move
Our commercial move experts handle office relocations all the time, so you can rest assured we bring all the knowledge, equipment and trucks to get the job done right. As you probably already realize, office moves require advance planning if they are to be successful. We know how pressed you are for time and we know you want as little downtime as possible. Place your trust in us and get in touch today for a free quote at (971) 606-5416.