Moving your office can feel overwhelming, but it’s a decision many businesses make to improve their work environment or adapt to growth. Maybe your company needs more space, wants a better location, or simply desires a fresh, updated office. A recent survey by Clutch found that 68% of U.S. employees view office relocations in a positive light, often appreciating benefits like more comfortable and attractive spaces or improved productivity. However, distractions during the move can still create challenges if it’s not handled well.
That’s why having a solid plan is so important. Without it, the process can cause more stress than necessary, leading to missed deadlines, unhappy employees, and wasted money. Planning lets you stay organized, tackle tasks in the right order, and avoid common mistakes.
Make a Plan: Why the Right Order is Important
Moving an office might seem pretty simple—just pack up and move, right? But without a proper plan, things can get messy fast. Delays, confusion, and extra costs can creep in if you don’t follow a clear order. The key to a smooth move is planning smartly and tackling tasks step by step.
Here’s what you need to plan first:
1. Pick a Moving Date and Timeline
Decide on your moving date early and create a timeline to stay organized. Break the whole move into smaller steps like notifying employees, packing, and setting up the new office. A clear schedule keeps you on track.
2. Understand Your Space Needs
Think about how much space you need for your people and equipment. Take a good look at what you already have—like desks and shelves—and figure out what will fit in the new space and whether you’ll need to buy anything new.
3. Book a Moving Company
Look for a reliable moving company as soon as possible. Get some quotes, and choose movers experienced in office relocation. Booking early helps avoid last-minute stress.
4. Plan with IT
Your computers, phones, and internet are crucial for a functioning office. Coordinate with IT professionals to make sure all your tech equipment is moved safely and set up in the new space. Plan to have everything ready to go when your team arrives.
5. Communicate with Everyone
Keep your team, clients, and business partners in the loop about the move. Share the schedule and explain why you’re moving. Clear communication helps avoid confusion and gets everyone on board.
6. Plan the New Layout
Decide how everything will be set up in the new office. Think about where desks, meeting rooms, and equipment should go. A good layout makes it easier for everyone to settle in and get back to work quickly.
Moving Day: What to Do (and What Not to Do)
Now that you have a solid plan, moving day is all about putting it into action. It’s important to stay organized and follow through carefully so your office move goes as smoothly as possible. Here’s an easier way to remember what to do—and what not to do—on the big day!
Things You Should Do
1. Use Your Checklist and Get an Early Start
Start the move early in the day while everyone is fresh, and stick to your checklist. This will keep you on track and make sure you don’t forget anything important.
2. Work with Movers and Assign Jobs
Share the layout of the new office with the moving team so they know where everything needs to go. At the same time, get your team involved by giving each person a specific job. For example, someone can oversee packing while another checks that items are placed correctly in the new office.
3. Sort Out IT First
Technology is key in any workplace. Before unpacking anything else, have your IT team set up internet, phones, and computers at the new office. Test everything to make sure it’s working so employees can hit the ground running.
4. Label and Organize Everything
Clearly label all boxes and furniture with their destination, like “Reception” or “Finance Team Desk.” You can even use colored labels to make things extra clear. Organized labeling makes unpacking much easier.
5. Do Walkthroughs
Before the movers begin unloading, check the new office to make sure everything is ready, like lights, power outlets, and internet access. Once the old office is empty, give it a final check to make sure nothing important is left behind.
6. Keep Everyone Updated
Stay in touch with your team and movers throughout the day. Give updates on progress or changes to the schedule so everyone knows what’s going on.
7. Be Flexible and Stay Calm
Things don’t always go perfectly, and that’s okay. If something unexpected happens, adapt and adjust your plan. Staying calm will make problem-solving much easier.
8. Track Your Items and Set Up the Space
Keep an eye on your inventory and make sure everything reaches the new office safely. Help movers place furniture and equipment according to your planned layout to make settling in easier.
Things You Should Avoid
1. Changing Plans at the Last Minute
Don’t change your plan unless absolutely necessary. Last-minute decisions can get confusing and delay the move.
2. Skipping Tasks or Rushing
Take your time with things like packing and labeling. Cutting corners might save time initially, but it can lead to bigger problems later.
3. Assuming Everyone Knows Your Plan
Don’t expect that others will know what to do without being told. Be clear about your expectations to avoid mistakes.
4. Overloading Employees
Don’t expect your team to handle physical labor like moving heavy desks or equipment. Hire professional movers to do the tough stuff.
5. Forgetting Final Checks
Make sure you inspect both the old and new offices. Leaving something behind or missing small repairs can cause unnecessary hassles later.
6. Not Listening to Feedback
Don’t ignore ideas or concerns from employees during the move. These can help you improve the process or avoid problems.
Wrapping It Up: Plan Your Budget for a Smooth Move
Making sure your office move goes well isn’t just about having a good plan—it’s also about keeping an eye on the costs. Preparing a budget ahead of time can help you avoid surprises and make the process easier for everyone.
How Much Does It Cost to Move an Office?
The cost of moving an office depends on a few things, like the size of your space and how far you’re moving. For smaller offices moving locally, the cost is usually between $1,000 and $5,000. For larger offices or moves that need special services like handling tech equipment or traveling long distances, the total can go up to $10,000 to $30,000 or more.
What Affects the Cost?
1. How Far You’re Moving
Staying local is cheaper. Moving to a new city or across the country will raise the cost due to longer travel times and extra logistics.
2. Office Size
Bigger offices mean more furniture, equipment, and trucks, so costs will be higher.
3. Special Services
If you’re moving tricky items like servers or heavy furniture, professional movers may charge extra for the added care needed.
4. Extra Costs
Things like temporary storage, packing supplies, or insurance for expensive equipment can add to your expenses.
5. Timing
Moving on weekends or during busy times might cost more. Try scheduling during off-peak days to save a bit of money.
Having a clear idea of what to expect can make budgeting easier and keep everything on track. Whether your move is simple or more complex, balancing your plan with your budget will help your team settle quickly into the new workspace. With everything well planned, the move becomes a fresh, exciting start for your business!