When moving an office, it takes more than just moving furniture from the old room to the new one. Organization, logistics and process management are necessary. We have prepared instructions that will help you plan your move correctly so that it goes smoothly and successfully.

1. Preparation

First, preparation is important. The more detailed you think about moving your company in advance, the less chaos will arise on the day of the move, and the faster you will move to your new office.
As soon as you have found a new place, sign the lease agreement and set a date for moving and choose a reliable mover.

Be sure to study your rental agreement, as it contains all the conditions that you must fulfill when moving. In addition, consult with your landlord or manager to avoid misunderstandings. If you are responsible for finding a successor, advertise your old office on proven real estate transaction sites.

If there is damage to the rented property, for which your company must pay, inform your insurance company about it in a timely manner, since minor work can be carried out before moving.

DIY or Independent moving

If you need to move only a few tables and insignificant office equipment, you can make the move yourself, without a professional moving company. In this case, all the work, from disassembling furniture to transportation, unpacking and placing inventory in a new place, falls on the shoulders of your employees. If you have a small, cohesive team that is ready to work outside of working hours, this should not be a problem. However, do not forget to properly organize transportation and provide a sufficient amount of packaging material for moving. Protective devices for moving, such as blankets or newspapers for fragile items, should be prepared in advance.

Office relocation with a professional moving company

If you want to use the services of a moving company, it is better to make an appointment in advance to come and see the office and equipment of the selected mover. This will allow them to find an individual offer for you and provide a detailed list of services offered. Paying attention to insurance is very important when choosing a moving company. It is in your best interest to take care of risk insurance before moving. Some moving companies offer insurance as part of a package of services. The insurance will protect you in case of a legal dispute and your office inventory in case of damage.

Informing and coordinating employees

It is very important that you familiarize your employees with the relocation plan and what preparations each of them should make. You can do this, for example, through the usual communication channels. In addition, it makes sense to hold a meeting at which all employees will be informed about the upcoming move. It is better to leave the clearing of tables, dismantling, etc.to the employees responsible for this, so as not to accidentally lose important documents or damage the equipment.

Make sure that the boxes, protective materials and special tools for moving will be delivered to you on time. As soon as the things are packed in boxes, everything is ready to move. To maintain order, all boxes must be marked in such a way that documents and things return to their owner and are not lost or confused during the move. Especially fragile or valuable items should be transported to a new place in person.

Office space planning

The layout and furnishing of the new office must be done before moving. In this case, there is usually a room plan that will help you plan the interior in a new office. Planning the placement of new furniture will also show which furniture can no longer be used and what needs to be bought. New furniture must be ordered in a timely manner so that it is assembled and ready for use before the start of work.

Address Change

Changing the address is a rather tedious process in preparation for moving, but one of the most important. Moreover, this is the official address of the company. Among other things, you should pay attention to the following points:

• organization of the procedure for redirecting mail correspondence;
• re-registration in another city/municipality;
• re-registration in the social security fund. insurance;
• changing the address on the site and in various directories;
• change of forms, company stamps, etc.;
• placement of new signage, mailbox, etc.;
• informing banks and other services;
• re-registration of the company’s vehicles in the traffic police;
• re-registration of insurance policies.

2. The day of moving the office

If you have ordered a moving company, they will do most of the physical work for you. This means that on the day of the move, you can step aside and leave the work to the hired professionals. It is very important that you, as a contact person, are available at any time or are present on the spot. The rest of the employees can be transferred to remote work from home on this day or given a day off. Determine this in advance so that there is no confusion on the day of moving.

If you have not yet received the keys to the new premises on the eve of moving, take care of this before transporting your office inventory. Go through the new room together with the manager or the landlord and check if there is any damage. To make it official, fill out the acceptance and transfer certificate – this way you will protect yourself in case of damage. Both parties must sign the act.

3. After moving

The main priority after the move is the arrangement of a new office. This includes:

• placement of company signage;
• connecting telephone, internet and fax connections;
• recording of readings of electricity, gas and water meters;
• notification of the landlord or manager of any damage in the new office within 14 days, preferably by an official letter;
• checking the insurance of the new premises.

And finally, a tip that we do not get tired of repeating: start planning your move in advance. As the organizer of the relocation process, you must make sure that all employees can move to their new workplace without stress, in a timely manner and without losing working resources. All moving companies listed in our catalog are trustworthy and obtain every possible kind of services connected with your relocation including insurance, packing and unpacking services, cost-effective transportation: everything for your best relocation experience. Good luck with your move!