Planning any move requires meticulous organization and coordination to ensure a smooth transition. In this comprehensive office moving checklist, we'll guide you through each phase of the move, from three months prior to the move date to post-move support. Review each part as you need, or print it out for future reference. As professional movers ourselves, we share this checklist with clients to guide them on the best practices of relocating, and to ensure nothing falls through the cracks.
Grab your free downloadable checklist now! It’s neatly formatted to help you effortlessly organize your move. Implement the strategies we've outlined to streamline your planning process.
Getting tedious tasks completed at the three-month mark will be essential and can save you time in the long-run. In this section, we'll outline the crucial steps to take during this initial phase of planning.
Designate dedicated planning team of individuals responsible for overseeing and coordinating the move process. This committee will serve as the central point of contact for all move-related activities. If you have a large organization, it may be best to have a moving representative from each department on this committee.
Determine the financial resources available for the move, including expenses related to logistics, equipment, services, and any unforeseen costs. This preliminary budget will provide guidance for decision-making throughout the planning process.
Evaluate whether the complexity and scale of the move warrant the expertise of a moving management company or space planning consultant. Their insights and guidance can streamline the process and minimize potential challenges. A partner like Three Rivers Commercial Moving and Installations consult on many large-scale moves like healthcare or warehousing relocations.
Collaborate closely with your IT provider or support person to plan the relocation of your office equipment like servers and ensure minimal disruption to critical systems and operations. This can also include determining set-ups and cord management.
Reach out to your telephone provider to arrange for new numbers or the relocation of existing services. Consider alternative options if necessary to optimize communication channels during and after the move.
Determine if any specialized equipment, such as copiers, lab equipment, or manufacturing machinery, requires approved vendors for safe transportation. Addressing these needs early will prevent delays and ensure equipment integrity. This is more likely with Healthcare moves and the relocation of X-Ray machines or medical imaging.
Discuss with your landlord your intent to move. Thoroughly examine your existing lease agreement to understand restoration requirements and conditions for returning the current space to the landlord. Be sure to bring any questions regarding after move cleaning services and restoring the old space after you've gone. Determine if a security deposit will be refunded.
Be sure to get all the information you need to determine when you have to coordinate with your telecommunications/data provider to schedule a cut-over date for transitioning services to the new location. This ensures a smooth transfer of communication infrastructure with minimal downtime. Some companies will only schedule out 30 days. Be sure to know your requirements.
Secure the necessary logistical support by reserving building elevators for move-out and move-in periods. Additionally, order keys from the building management to facilitate access during the relocation process. This can take some time if you need to program new access cards to the building for employees so preparing this far in advance is helpful.
Determine the location of signage at the new premises and hire a signage vendor to plan, obtain approval for, and install new signage as needed. Effective signage ensures visibility and facilitates smooth navigation for employees, clients, and visitors.
Collaborate with your moving company to outline specific moving goals and expectations. Clear communication and alignment on objectives will guide the planning and execution phases of the move. Most commercial movers are very accommodating.
Update your branding materials by ordering new stationery, business cards, and forms with the updated address and contact information. Maintaining consistency across communication channels enhances professionalism and brand identity. All of these may need the help of graphic designers and printing companies, so be sure to plan ahead.
Inform clients, vendors, and service providers, such as coffee services and vending machine suppliers, of the upcoming address change. Clear communication minimizes disruptions to business operations and fosters continued collaboration.
Notify government agencies, including the IRS, Franchise Tax Board, Secretary of State, and Employment Development Department, of the change in business address. Compliance with regulatory requirements ensures seamless business continuity.
You can put in your USPS change of address either online or in-person and up to 90 days prior to moving. This is also important for maintaining your business's search engine optimization consistency, known as NAP (Name, Address, Phone Number).
Inform your insurance carrier about the address change to ensure adequate coverage at the new premises. Compliance with lease requirements and landlord obligations mitigates potential risks and liabilities during the relocation process.
Two months and counting. As your business move approaches, it's time to ramp up preparations to ensure a stress-free office relocation. Focusing on coordination, communication, and logistics becomes paramount.
Collaborate closely with your IT team to develop a comprehensive plan for moving servers, desktops, and PBX systems. Establish clear timelines and protocols to minimize downtime and ensure seamless transition of IT infrastructure.
Formulate a move team comprising representatives from each department, tasked with overseeing specific aspects of the relocation. Schedule weekly coordination meetings to keep everyone aligned and address any emerging issues promptly.
Provide employees with clear layout plans for their new workspaces. Work closely with the moving team to gather and distribute these plans. Clear communication ensures a smooth transition.
Draft a preliminary move schedule outlining key milestones, activities, and deadlines leading up to moving day. Consider factors such as equipment installation, office setup, and employee orientation to create a realistic timeline for the entire relocation process.
Create a systematic labeling/tagging scheme and assign move numbers to streamline the packing and unpacking process. Consistent labeling ensures items are easily identified and placed in their designated locations at the new premises.
Engage in discussions with your company to assess and determine appropriate move insurance coverage. Protecting valuable assets during transit is essential, and aligning on insurance needs ensures comprehensive protection against unforeseen risks.
Generate buzz and excitement about the upcoming move by crafting press releases to highlight the benefits and enhancements of the new location. Engage with media outlets to amplify your message and showcase the positive aspects of the transition.
Refine and finalize the move schedule based on updated timelines and logistical considerations. Address any potential conflicts or challenges to ensure a seamless execution of the relocation plan.
Review and confirm the finalized move schedule with all stakeholders, including vendors and service providers. Ensure alignment on key milestones and logistics to prevent last-minute disruptions.
Conduct a comprehensive orientation meeting for employees to provide essential information and guidelines for the upcoming move. Address questions, concerns, and logistical details to prepare employees for the transition.
Arrange for the delivery of packing materials and labels to facilitate the packing process. Ensure sufficient supplies are available to accommodate the needs of all departments and personnel involved in the move.
Assemble welcome packets containing essential information about the new space, including restroom locations, gym facilities, break rooms, and copy areas. Provide employees with a comprehensive guide to navigate and familiarize themselves with the new environment. This will be distributed when employees arrive at the new locations.
As the moving day draws nearer, completing these tasks one month and two weeks before the move ensures thorough preparation and smooth execution. From fine-tuning logistics to engaging employees, good planning sets the stage for a successful transition to the new location.
Ensure an ample supply of packing materials and labels is available by scheduling additional deliveries as needed. Having sufficient supplies on hand streamlines the packing process and minimizes delays.
Label the destination site using room numbers and equipment IDs to guide movers and facilitate efficient placement of items. Clear labeling ensures items are delivered to their designated locations, minimizing confusion during unpacking.
Provide contact lists containing emergency, on-site, and on-call contact information to all relevant parties. This ensures accessibility to essential contacts and facilitates prompt communication in case of emergencies or unforeseen issues.
Prepare the building for the move by implementing protective measures such as surface protection and corner guards. These precautions help prevent damage to walls, floors, and other surfaces during the relocation process.
Distribute new security ID cards or key entry badges to authorized personnel for access to the new location. Ensuring secure access enhances safety and security during the move and after relocation.
Conduct training sessions for all employees on emergency procedures specific to the new location. This includes protocols for fire safety, evacuation procedures, and other relevant emergency response measures.
As close as possible to moving day, change locks and access codes at the new location to enhance security and restrict unauthorized access. This precaution safeguards sensitive areas and assets during the transition.
Designate move liaisons at both the origin and destination sites to oversee and coordinate move-related activities. These liaisons serve as points of contact for communication and coordination between movers and employees.
Arrange for on-site assistance to address move-related questions, especially in regards to office layouts and new floor plan requirements. Your commercial mover typically covers this; however, if you opt for a DIY approach, ensure it is well-managed. The more efficient the movers can be with an office space blueprint, the easier it will be for everyone.
Conduct a comprehensive job walk each day of the move to ensure progress is on schedule and identify any goods or walls that may have been damaged during transit. Prompt identification allows for timely resolution of issues.
Distribute keys and/or access cards to authorized personnel for the new location. Proper allocation of access credentials ensures seamless access and security for employees.
Welcome employees to their new workspaces by distributing welcome packets containing essential information about the new facilities, amenities, and resources available to them.
To ensure your business maintains its online visibility and accessibility, don't forget to update your Google listing with the new office address. This will help clients and customers find your new location easily and ensure accurate information is displayed on search results. Updating your listing can be done through the Google My Business platform.
Continue operating 'Move Command Central' to support employee inquiries, manage lost items, track action items, and address any remaining concerns post-move.
Dispatch appropriate teams to handle post-move set-up tasks, such as hanging whiteboards, installing equipment, and configuring workstations. This ensures a smooth transition to normal business operations at the new location.
Provide employees with updated contact lists and layouts of department locations in the new premises. Clear communication and accessibility to information facilitate adjustment and navigation within the new environment.
Collect all access items, including security cards, keys, and parking passes, from employees and vendors. Arrange for the return of deposits held by the landlord for these items, ensuring compliance with lease agreements.
Compile a move punch list identifying any outstanding action items or deficiencies requiring attention. Coordinate with relevant contractors and stakeholders to address these items systematically and ensure a successful post-move transition.
Completing the tasks outlined during move week, on move day(s), and in the post-move phase ensures a smooth transition and sets the stage for operational success at the new location. By maintaining clear communication, addressing logistical challenges, and providing support to employees, you can navigate the complexities of a business move with confidence and efficiency. Go ahead and print this office moving checklist and mark off the things you complete as you go.
Getting ready for your big move? Watch the video below for some helpful tips from our experienced moving team.
Commercial movers are basically life savers. They can ease the burden of your business relocation that, if left with you and your team, can easily become an all-consuming task.
The question is—how do you select the best commercial mover that will help make the moving process seamless and efficient?
The moving industry is competitive and only the best tends to survive. The number of years a commercial mover has been standing tall can help you tell if it has an edge on other companies. However, it is also wise to dig deeper. Aside from the years they’ve been around, check on their experience in relocating different types of businesses and offices, not to mention locations. Check the different set of tools and knowledge they have for disassembling, transporting, and reassembling.
Thoroughly research the company’s customer history. Read up on reviews. If you find numerous complaints on reckless handling of office equipment, damage during the move, inefficiency or ruined schedules—and no response from management—look for another mover. It’s also a win to hire a company equipped with other services other than transporting. Outstanding movers such as Three Rivers Commercial Moving and Installations (TRCMI) in Fort Wayne, Indiana also offer things like warehousing, secure storage space, installations, and space planning.
While scouting for a company, note the level of professionalism offered and how they assist you. Good companies will gladly help you by walking you through the process and offer reliable customer support. If the company is difficult to converse with from the beginning, it can be indicative of how the process will turn out when you hire them.
Thoroughly check if the cost is reasonable for the services they offer. Remember—you get what you pay for.
Once you’ve handpicked a commercial mover, here are important tips in sealing the deal:
Three Rivers Commercial Moving and Installations is dedicated to creating a unique experience for each client to ensure they receive unparalleled satisfaction. Contact TRCMI today to be guided further in your planned move.
Although the pandemic has impacted many areas of life, life must go on and that includes moving, and even commercial moves we are prepared to move safer. Learn how Three Rivers Commercial Moving take safety and precaution during the COVID-19 era.
If you have a lease ending or if a move is necessary to maintain or elevate your company or business, it is important to thoroughly plan in order to reduce the stress and risks of moving during the pandemic.
Ideally, three to six months before your move, planning should commence. Set the moving date and moving budget to avoid overspending. It is a must to review your commercial property lease – take note of balances, deposits, and corresponding fees in case of damages during the move. It is also helpful to create a moving committee to lay out detailed tasking and plot a date when to inform internal and external parties about your upcoming relocation.
Make an inventory of everything you plan to move. Layout your new space based on the detailed floor plan. Then determine whether you need to place orders for new furniture or equipment.
Select a moving company that can thoroughly assist you through the process – like Three Rivers Commercial Moving company in Fort Wayne, Indiana. Plus, we can offer no-contact moves, which are best in this time of uncertainty. Lock in a date, make sure to know their policies and discuss best practices for moving day.
Transparency is very important. According to the American Moving and Storage Association (AMSA), if you are in a high-risk group with many employees over 60 years of age, with pre-existing respiratory or cardiovascular conditions or compromised immunity, it might be prudent to postpone your move if possible.
If personnel or someone from an employee’s household is self-isolating after being exposed, or may have contracted the virus, inform your moving company. In many cases, they will still work with you, but will employ additional safety protocols to protect their workers.
Since the coronavirus can live on surfaces like cardboard, avoid using recycled boxes from other sources, disinfect furniture, boxes, and other items before loading. It is also advisable to have your packages untouched at least 24 hours before the movers arrive. Make sure that your moving crew has hand-washing supplies and sanitizer available.
Moving is not an easy task, and the stress has only been doubled during this pandemic. The moving industry is taking steps to observe health protocols to safely assist clients amid the challenges.
Three Rivers Commercial Moving and Installation (TRCMI) has your best interest and safety as our top priority, we can accommodate all kinds of moves and have a stellar track record. If you need more guidance on how to execute your move, contact TRCMI today!
Are Office Installation Services Worth It?
Three Rivers Commercial Moving and Installations (TRCMI) is a highly-esteemed professional moving and installation business in Fort Wayne, Indiana dedicated to turning offices into productive spaces.
If you are currently looking to replace or upgrade your office cubicle system, renovating or reconfiguring your floor plan, need help with design or establishing furniture brought on your own—you need professionals to make sure you get top of the line assistance in planning, organizing, and implementation.
Here are the main reasons why TRCMI is your best choice for your next big office project install.
The installation of wall systems and furniture takes a lot of planning. TRCMI can do quotes on how long this may take to give you a clearer picture of how the project will transpire. They do not work by the hour but by the job so that it is done most efficiently. This will help your people get back to work right away and minimize lost productivity.
Furniture and/or wall system installation begins with understanding company culture and how business is conducted before space planning commences. This will ensure that the space transition is functional and will foster productivity.
Our team will meet with you, look at your space, and help work with your equipment and floor plan. This can also be done virtually if you don’t feel comfortable meeting in person given the circumstances of the pandemic.
After space planning, procurement and receipt of products follow. If projects are big, you’ll be needing to talk to different manufacturers for canvassing and quality checks. TRCMI can do this for you to help you have more focus on your business.
TRCMI has a team of experts in design and reconfiguration. If you’ve already bought furniture yourself and need help putting it together, they can provide superb assistance.
They also specialize in modular wall systems. These are moveable and provide great help for those who would like to bring a balance between freedom and structure by creating private offices or cubicles.
You can trust that TRCMI's multi-system experts can provide you with services beyond expectation and turn your office face-lift into an elevated experience for your business.
Your big commercial move day can either be filled with delight or despair depending on how well you have planned and prepared.
To remove the headache from the equation, make sure to cover both minor and major details. Here are winning tips for a less stressful commercial move:
The big ingredient of a successful move is planning ahead. Three to six months before you move, commence planning. Assign a moving committee with detailed tasking on inventory, finances, communication, and logistics, among others. Making a checklist is also a sanity saver.
Your customers are the life of your business and in your new journey, they can continue to give you strong support. This includes property manager and your business suppliers, too. As soon as the move is official, inform them well in advance even before putting up signs and sending notifications about your new location and the exact move date. Update your business cards and social media platforms as well.
Looking for more detail? We have a step-by-step guide to moving your business effectively.
It is common to think that you’ll save more money by moving on your own. However, choosing a trusted commercial mover can actually help you save more by allowing your workforce to focus on your business, and not lose productivity. Every hour your business is in transit, your company loses money. They can also help save your manpower from all the strenuous work from packing to setting up in your new location.
Upon listing all equipment and supplies, determine which ones will be moved, sold or donated. Label equipment that needs special moving instructions.
Determine whether Three Rivers Commercial Moving company will provide the packing service or if a department will be assigned to oversee packing responsibilities. Make sure all boxes and items are labeled with their destination to the new office or employee names to make sure no items will be turn up missing or misplaced.
Pack vulnerable items like computers and cables securely in bubble wrap or thick blankets. Some commercial movers, such as TRCMI, provide packing services and materials. Or, Three Rivers Movers can pack for you, and safely move your IT Equipment and Data Network Centers.
Share the layout or floor plan you’ve made with your commercial mover. With a prepared layout, time for setting up in your new office will be shorter and easier. If you're looking for help on determining the best layout for your office space, we can help!
Planning and coordinating well for a move will make the entire process more efficient while also allowing you to maintain control.
Three Rivers Commercial Moving and Installations (TRCMI) offers an array of services that can help you move from start to finish, including installing cubicles, sourcing office furniture, and space planning for your new commercial office system. Need more guidance to breeze through your move? Contact TRCMI today.
For over a decade, Three Rivers Commercial Moving and Installations (TRCMI) has earned high praise in the professional moving and office installation industry. As a top choice in business relocations, transitions, and other critical business endeavors, we are proud to help our local Fort Wayne businesses and national brands to achieve their workplace goals.
We thrive on helping you lighten the load from planning to execution and will keep your focus where it belongs — on what you do best. Learn how partnering with Three Rivers Commercial Moving and Installation team is the best choice in office moving solutions.
TRCMI can be your one-stop shop whether your move is just across the hall, across the city, or even across the country.
We offer a myriad of services from planning to tearing down, storing and re-installing, pre-move walkthroughs, space planning, packing, provision of packing materials, and post-move set-up. Not to mention we have a warehouse service for secure and temperature-controlled, short-term storage for furniture and supplies.
TRCMI is also committed to helping you save more money by finding the best furniture solutions for your business. Whether new or used office furniture suits your needs, we are here to assist.
TRCMI is committed to achieving the greatest satisfaction of clients by offering unique experiences and the utmost professionalism in everything we do. All crew members are Certified Commercial Installation Experts on multi-system set-ups, new installations, and space planning for your office system.
Our company has established an efficient system to ensure orderly movement and the safety of all supplies and equipment.
Three Rivers Commercial Moving and Installations can make any complex transition into an effortless and stress-free experience. We are ready and willing to customize every step of your moving journey to your individual needs. Connect with us today to learn more.
Hiring a commercial mover can make things much easier.
If you try to handle a the entire move by yourself, it can quickly become overwhelming and difficult. It takes comprehensive planning, hard work, packing, hauling, and often, even shutting down normal business for a day or two before finally settling in a new location.
Life doesn’t always have to be difficult however, there is a great way to save yourself time, and a lot of hassle in a situation you’re not very experienced with. Hiring expert, professional commercial movers brings with it a host of benefits and can turn a stressful move into a smooth operation.
If you think moving on your own will save you more money, think again. The physical and mental demand for a big move is high. A lot of preparation is needed, from planning to execution. Asking your employees to help is out of the question as well, as they are not trained and could pose an insurance liability, as well as the fact that they have their normal work to do. When you hire professionals, they can do all of the things that you might now even think of, allowing you to keep your focus where it belongs — on your business.
Not only will you save time and effort when you hire experts, they can also assure the safe moving of equipment and belongings. Moving and relocating fragile furniture and equipment is a skill that is not easily mastered. Expert movers know how to move with ease and protection. They also implement systems to make sure everything is organized and accessible to make sure nothing will be lost or damaged.
Your belongings will be protected by the mover. But in case of accidental damage or injury, you don’t have to worry, as it will be insured. Furthermore, if you are having your employees moving equipment, god forbid they sprain an ankle or accidentally hurt themselves in the process. Moving companies carry additional liability and insurance coverage that your business not have.
Without professionals, you will need to rent suitable vehicle transportation for the move. But reliable commercial movers provide for all your moving needs – from packing supplies, crates, and trucks. They provide carts for moving heavy items in and out, and they are efficient. Your employees won't have to lift a finger.
It may take a longer time than expected to move on your own considering the effort needed to haul and settle in your new location. When this happens, you may need to close your business for even longer than a day or two. When you hire qualified professionals, moving doesn’t need to be a long drawn out affair, it will be as efficient and quick as possible.
By hiring a reliable moving company, you will have peace of mind and can spend more time on running your business than coordinating moving. Before you know it, your company will be up and running in your bigger, better office space.
Are you getting ready for a commercial move? Contact TRCMI today for a consultation!
