Whether you are moving the office a couple of blocks down or to a new city, an office move is a big undertaking. It might seem that there are endless tasks wedged between prepping for the move and setting up the new office—which means that mishaps and mistakes can happen. While are unavoidable, steer clear of these 5 classic moving mistakes to save time, money, and your patience.
1. Rushing the Planning Process
A successful office move is a well-planned move, and a well-planned move can be jumpstarted by knowing what needs to be done and when.
Create a Moving Checklist: This should be a master list that includes everything that you need to do before the move, on moving day, and after. It should detail every task you can think of from changing your address with suppliers to taking photos of your new space before you move in. Try this NYC moving checklist to get you started.
Know Your Timeline: We realize that some moves are unpredictable and don’t allow the luxury of extra time. However, if you do have time on your side, we highly recommend that you start your search for your new office 6 months from your intended moving day. Not only will this allow you to find the perfect new location, but it also gives you ample time to do any renovations and installs before you move any employees in.
Leave Room for Error: Not even the best planning can completely safeguard against unexpected problems. However, leaving a time cushion to deal with miscellaneous mishaps can make moving blips a lot less stressful, so factor in unforeseen drawbacks when crafting your moving schedule.
2. Ignoring Employee Needs
Happy employees are the foundation of any good business, so it is essential to keep your team happy during this transition. To do this, you will want to keep them informed, as well as show that you value their opinion and their time.
Break the News: First off, you’ll want to let your team know about a potential move as soon as possible. They will want to know why the move is happening, and more importantly, what it means for their job and their position with the company. You may not have all the answers, but try to answer what you can and reassure them that you will send out updates as more information becomes available.
Gather Opinions: Now is the perfect time to get your employees’ opinions. What would make their job easier? What would they like to see in the new office? And most importantly, what does their morning commute look like? This last one may seem odd, but low commute time is essential to employee satisfaction. Tacking 20 minutes to their commute time equates to the same job dissatisfaction as a 19% pay cut.
3. Forgetting to De-clutter
Your new office is a chance for a fresh start, so leave the clutter behind. Clutter-free spaces are not only linked to a more positive mental state, but they can also enhance productivity.
Locate Clutter: Before you start to pack, make a list of any clutter hotspots within the office and brainstorm solutions. Often adding additional storage to your new office or merely letting go of unneeded items before the move will do the trick.
Digitize Files: Now may be a good time to consider a cloud-based storage system. This will allow you to get rid of those bulky file cabinets, while also making documents more organized and easily accessible to those who need them.
4. Not Considering Professional Help
A few helping hands will go a long way in making your move more efficient and less stressful. While movers are often the first professionals that come to mind, you may also want to consider an Office Move Manager and a Professional Organizer.
Moving Company: They do all the heavy lifting, they eliminate the risk of injury to you and employees, and minimize the risk of damage to equipment and furniture. Plus, they come with their own supplies, equipment, a moving truck, and invaluable expertise. Bonus: if you have storage needs, many companies also offer discounted storage as part of their moving package.
Office Move Manager: All those moving-related tasks add up fast. So instead of trying to squeeze them into you or your employees’ busy schedules, hire an office move manager to spearhead the whole operation. They can tackle everything from scoping out potential new locations to sourcing moving supplies.
Professional Organizer: Planning the layout of your new office before move-in day is always a good idea. Not only will it help unpacking and set up go a lot faster, but it also gives you an idea where you need internet cables and phone lines run throughout the space. A professional organizer is not only highly skilled at crafting efficient layouts, but they can also help you declutter and find practical storage solutions to maximize organization and productivity.
5. Procrastinating External Communications
Don’t put off informing clients about the new office until after the move. Instead, give them a heads up approximately a month before.
Give Notice: Sending a formal email or letter is a good idea, but don’t forget to also make a moving announcement on your website and social media pages. Of course, you want to give your new address, but you also need to answer the one question clients want to know: how will this move change the services they receive from you?
Change Your Address: You may remember to change your address with utility companies and suppliers, but don’t forget about these other vital places:
- Email signature
- Marketing material
- Online directories
- Social media accounts
- Website
The truth is that there is no such thing as the perfect office move, but avoiding classic moving mistakes will go a long way in ensuring your move is a success. All it takes is some mindfulness and planning to get your new office location off to the right start.
Author bio
Nancy Zafrani is the general manager of Oz Moving & Storage in NYC. A day-one employee of Oz, she has 25 years of experience in the moving industry. As a New Yorker, Nancy also has lots of experience dealing with small apartments and organizing.
