Moving Your Office? 5 Things You Probably Forgot

Moving your office can be a quick way to chaos, or it can be a chance to start over fresh with new equipment, a new environment, and a “can-do” outlook for you and your staff. But before you jump in to start hiring an Orlando office mover, make sure you are well-prepared for a seamless transition with these office moving tips.

Keep Employees Updated

Begin setting up an office moving checklist and schedule a meeting as soon as you have decided to move the office. Explain to your staff your reasons for the move and the benefits that will come from working at the new location. To keep everyone on the same page, make your expectations clear regarding

• whether they will be responsible for packing or if you’re hiring a company to pack your office;
• how, when, and where they are to work during the move;
• the location and parking details of the new space; and
• the floor plan showing where everyone’s office or cubicle will be located.

Ask for input regarding any of these items and take your staff’s concerns seriously. They may have thought of something you hadn’t, and may even have the perfect solution.

Set Up the New Space

As soon as you’ve signed the lease or deed for the new office location, scout it out and create a floor plan of where everyone’s offices and cubicles will be. Keep in mind the size of all your departments, how much workspace they need for equipment, and whether you plan to hire more people. Sketch out a diagram (or have a talented employee create a digital version) and label all cubicles and office doors so there is no confusion for the moving company or the IT department.

Now that you know where everyone is going, think about your furniture needs. Being able to reuse some of your existing furniture will save you from having to purchase new items. But if you can donate what you already have (and have new stuff delivered), you won’t have to pay to put it in storage or have it moved.

Out With the Old…

Just like our homes, our offices accumulate a lot over the years: physical, digital, and informational clutter. Now is the time to purge it.

Sift through old files and paperwork and either put them in storage or toss them. Hire a professional company to shred any sensitive documents (to protect your privacy as well as that of your clients). Send out manuals to all staff with guidelines for shredding, tossing, or keeping their personal paperwork. And while you’re at it, update the employee handbook and make sure each employee gets a copy at the new office.

This is also a great time to upgrade your computer equipment and storage solutions. Are old, bulky monitors taking up valuable desk space? Is there a new network system your IT manager keeps raving about? Moving your office is the perfect time to implement the change. Think of efficient, ergonomic, and space-saving solutions for problems you’re currently having.

Think Green

Go (and save) green by seeing if your Orlando moving company offers crate rental instead of the usual cardboard boxes. Reusing materials saves money as well as the environment, and you won’t have to worry about the clean up. Recycle old paperwork that would normally go into the trash, or use it as cushion for your employees to pack their personal items.

You should also consider making a few “green” changes once you’re in the new building. Set up shredding and recycling boxes in work spaces as well as in the break room (for an environmentally friendly way to dispose of everyone’s Coke cans). Come up with a plan to make the new office paperless, and make sure everyone gets on board with the changes.

Spread the Word

Now that you’ve settled into your new space and started working, make sure your clients and customers know where you are. Update the post office with your new address, and make any necessary changes to your

• Letterhead, fax cover sheets, and business cards
• Company vehicle registration
• Website and social media pages
• Marketing materials
• Online directories

Set up a plan for disposing of your old materials and contact sites like Yext.com to assist you with updating online directories like Yelp and the Yellow Pages.

Cento Family Moving has years of experience helping people relocate, and moving your office would be our pleasure. Call today for an estimate or use our online quote calculator to get down to business (and get back to business).