Moving an office is among the most complex and time-consuming tasks any business can undertake. To ensure a smooth process and avoid costly mistakes, planning and organizing the entire event carefully is vital.
One of the best ways to move office hassle-free and with little interruption to daily activities is to create a detailed office moving checklist. With this checklist, you can make sure that all the tasks are taken care of, and nothing is left out or forgotten in the chaos of moving.
But to ensure that your checklist is effective and covers all the essentials, you’ll need to know how to write it so that all aspects of the move are addressed. Here is a step-by-step guide to help you create an effective office moving checklist:
1. Create a template
The first step to an office moving checklist is to create a template that can be filled in as you go. This template should ideally be divided into sections that are easily accessible and include categories such as:
- Inventory list
- Packing supplies
- Cleaning tasks (decluttering, disposing of old furniture, deep cleaning)
- Workstation relocation needs (tools, cables, etc.)
- Utility solutions (phone, internet, electricity)
- Documents, licenses, & permits required
- Points of contact for each item on the moving checklist
- Moving duties start/end time
- Storage solutions
- Employee needs/duties
Furthermore, as per Harrison Gough, an office moving specialist at MovingAPT.com, “Don’t forget to organize potential and chosen office movers, budget tracking, and insurance coverage. When creating a moving checklist, the more information you have in one place, the easier everything will be down the line.”
2. Start with the inventory list
If a moving checklist were an essay, the inventory list would be like the introduction. It sets the tone for the rest of the move, dictating what type of moving help you need, the amount of packing supplies required, and the complexity of the process. It also offers insight into potential solutions that make the whole flow of the move more efficient and easier to understand.
How you categorize the inventory list will depend on your particular moving needs and processes, but it is always advised to do so by category. For example, if you are a tech company, your inventory list could be broken down into sections like hardware (cables and tools), software licenses & documents, furniture & office supplies, etc.
Writing down the business inventory in a random or unorganized way can cause miscommunications with the movers you seek quotes from, leading to unnecessary delays and costs.
3. Write down the packing supplies needed
Once you have a comprehensive and organized inventory list, it is time to start filling in the packing materials information. This step needs to be done carefully as the quality of packing material can create a difference between safe moving and broken furniture.
Being aware of what type of packaging will be needed for each item on the inventory list is key to an efficient office move. Common packing materials for different office items include:
- Office furniture: bubble wrap, heavy-duty cardboard boxes, shrink wrap
- Computers and tech equipment: bubble wrap, anti-static bags, packing foam
- Documents & files: archival boxes, hanging folders
- Office supplies: packing peanuts and newspaper bundles.
- Manufacturing equipment: heavy-duty boxes and containers
From moving an office desk to a full-blown server rack, you will need a variety of specific packing materials to make sure that your items are safe and secure during the move.
4. Mark down who does what
Now that you know what items you have and what materials you need. It is time to move on to a section of the moving checklist that can often be overlooked. This is the portion of the list where you assign specific tasks to particular employees and note what needs to be done before, during, and after the move.
For example, if someone deals with the phone line connection, then make sure that their name is added along with a list of duties that need to be done. This can be anything from setting up a backup generator to transferring phone lines or any other tasks that have been assigned.
Other tasks that could fit in this section include: organizing the furniture layout, securing permits and licenses, cleaning & decluttering the office space; dealing with utility companies; packing supplies; budget tracking, and insurance coverage.
It is also important to note any deadlines and contact information for each item on the moving checklist. Moving duties start/end time, storage solutions, and employee needs/duties should all be included in this section. Doing so will ensure that everyone clearly understands their responsibilities throughout the process and can help to avoid any confusion that could arise from miscommunication.
5. Track moving company information
With all the other tasks and preparations taken care of, it is time to start researching reputable moving companies. This step can involve checking references, getting quotes, and even directly contacting moving company representatives. Questions businesses should always ask when getting quotes from movers include:
- What are your rates for moving office furniture?
- What precautions do you take when moving office equipment?
- Do you have experience moving office desks?
- What access fees do you charge?
- Are you able to move on nights or weekends?
- Do you have storage options?
- Can you provide specialty packing materials?
It is also important to ask for special requests that better facilitate your move, such as climate-controlled storage, junk removal, or dismantling/reassembling furniture.
Adding a section to your inventory list dedicated to tracking all of this information is essential for selecting the best movers for your job. Make sure that you include the company name, contact information, and any other necessary details like the type of truck they need or their availability.
Easy Office Moves With a Detailed Moving Checklist
Whether moving a single desk or an entire office building, taking the time to create a detailed moving checklist is essential for any successful move. Having everything laid out in one document helps reduce stress and ensure that all your items are packed safely and securely throughout the relocation process.
Further reading: Should You Outsource Mundane Business Writing?