Things you need to know about office removals or relocations!

Having moved offices ourselves and having managed several office moves with teams, we have learned a few key things to keep in mind. From our first-hand experience and our experience managing other office moves, here are the best ways to prepare for and execute an office move.  To avoid the disaster of a disorganised office move, you need a solid plan, the right supplies, and a little extra time. We’re here to help you get started.

We’ve gathered the best advice on office moves we could find and compiled it into an easy-to-follow guide. We’ll cover everything from equipment and packing supplies to planning your timeline and reorienting your employees. By the end, you’ll have everything you need to make your office move smooth, efficient, and (dare we say?) fun.

 

Make a Preparation Checklist

Every Office Manager should make a list of office move preparation tasks that are tailored to the specific needs of their office.

Do a Shipment Audit

If you have a logistical staff member, ask them to do a shipment audit to get an accurate list of what is coming with you to the new office and what will be left behind. This can help you determine if you need a storage unit or to make any necessary purchases to ease the transition.

Make a Moving Timeline

The first step to organising your office move is to make a timeline of everything that needs to happen from the first moment you know your move is a “go”. Make a list of everything that needs to happen to get your company’s new office set up and ready. Include tasks such as getting the keys and the lease, moving day, new hire orientations and office tours, employee moves, and any additional moving parties or perks, like team lunches. Be sure to include time for settling and adjusting to your new office. We recommend scheduling an extra week or two at the end of your move.

Communicate with Your Team

Employees are your most important asset. They must be kept informed about any office changes. You don’t want to spring a move on your employees—it’s better to let them know in advance.  If you’re moving to a new office, prepare an email or memo telling employees that the move is coming up, why the move is being made, and when the move will happen. You’ll also want to let them know what to expect during the move—things like how and when to give input, when to expect the move to happen, and how much notice they’ll have once the move begins.

Communicating with your team before, during, and after your office move will help make the transition as smooth as possible. Consider printing this office move flowchart and having a meeting with your team.

Get payroll ready to go.

It’s really important to plan everything out before the move so there are no last-minute mistakes. That is why you need to start preparing payroll as soon as you know your move date. This is especially true if you are moving out of state. If you are moving to a new state, you will want to check out the new payroll laws before you leave. You can also save money by setting your payroll up to be paid out through direct deposit. This means your employees will get their paychecks automatically deposited into their bank accounts on the same date every month. It also means you won’t have to worry about writing a lot of checks. If you are working with an accountant or payroll service, they can set this all up for you.

1. Forgetting about transporting fragile items, Fragile items like china and glassware benefit from special attention and care. Make sure to label these items “Fragile” and that they are packed adequately.

 

2. Packing breakable items in the same box as items that can crush. Make sure fragile items are properly cushioned and surrounded by soft material.

 

3. Packing items you need right away at the top of the box; Are you going to be using your spatulas right away? Put fewer essential items at the bottom of your box, and top your box with items that you can use as soon as you arrive.

 

4. Packing linens; You should pack your linens with extra care. If possible, place linens in a wardrobe box. Your linens will be less likely to wrinkle if they are not in direct contact with other objects.

 

5. Not adequately strapping furniture for transit; For loose stuff, you’ll be happy when your items reach the other end of your move undamaged.

6. Stacking high; When you’re packing, take a moment to visualize how the furniture and boxes will look when they’re moved into your new place. Stack things as high or low as possible — whatever you can do to keep things as close to floor level as possible.

 

7. Failing to thoroughly clean your items; It doesn’t matter whether you tackle the job yourself or hire a professional company — a little extra time spent on your end means that your things will be in better shape when they reach their destination.

 

8. Not having your possessions insured; Your homeowner’s insurance may cover only a portion of the value of your contents. Check with your agent to determine how much your contents are worth.

 

9. Not preparing a detailed inventory; Create a detailed list of the items you’d like to move. Then, check your list against your possessions to ensure you’re not over or underestimating.

 

10. Forgetting to put down protection; It’s easy to forget to protect your floors (especially if you are distracted by busy children). Protect against scratches by using moving blankets and moving pads.

11. Not staying in touch; Contact your moving company daily. You will want to keep track of your belongings and the progress of your move.

 

12. Hiring a mover that isn’t licensed; Licensed movers have gone through rigorous training and have passed state-issued exams. Always hire a licensed mover for peace of mind.

 

13. Using the wrong box sizes; Labeling and stacking your boxes are great, but if you don’t choose the right size for the items you’re packing it could end badly.

 

14. Neglecting to organize your moving checklist; You’re busy and the last thing you want to do is spend even more time on your move. Make things easier on yourself by creating a checklist of all the things you need to do in advance of your move so you won’t leave anything out.

 

15. Trusting a criminal with your valuables; Be sure to count all of your items before your move, and never leave your valuables in your car or truck. Make arrangements to bring them inside or ship them to your new home before you depart.

16. Not packing your breakables. Packing fragile items is a must, and Styrofoam crates can be a great way to ship your delicate china.

 

17. Moving your car; Believe it or not, it is possible to move your car with a professional moving company. Be sure to ask about it when you book your move.

 

18. Being surprised by elevator charges, You may be asked to pay for the use of an elevator if it is used to transport your belongings or if a freight elevator is required to move your items upstairs.

 

19. Assuming you can just let your utilities go; Do not ignore your bills. You run the risk of getting shut off when you move, and the procedure is much more complicated than you might think.

 

20. Failing to read your lease. It’s important to get in touch with your landlord to ensure you are both on the same page before your move. Read over your lease or rental agreement

A guide to reusing or disposing of boxes after moving!

Many people toss their cardboard moving boxes into the trash. This is a waste, especially if the boxes are in great condition. Don’t let your moving supplies be just another statistic. Instead, re-purpose your cardboard moving boxes and use them again.

The first thing you’ll want to do is clear the leftover items out of the cardboard moving boxes. This will give you the most room to work with when you try to recycle your moving boxes. You can do this by unpacking everything from the box and then stacking it neatly on your front porch or in your garage.

After you have cleared out all of the items from your cardboard moving boxes, you’ll want to remove the tape and staples from the boxes themselves. Make sure to remove any large staples since you don’t want to puncture your recycling bin.

Next, you’ll want to line up your cardboard moving boxes and put them out for recycling. Cardboard boxes are often the easiest type of recyclable to find, so you shouldn’t have any trouble placing them out on the curb. As always, it’s a good idea to find out what your local curbside recycling process is! Your first stop in how to recycle moving boxes is to head to your local recycling centre. These are often found in the same city as your regular trash collection centre. After pulling into either one of these locations you will likely be greeted by one or two recycling bins where you can place your cardboard boxes. The recycling centre will sort the boxes, pulling out any rips or holes and either putting them back into circulation or tossing them in the trash. Here is a guide of DIY methods to help you choose several ways you can re-use these boxes;

 

Storage Containers

One of the simplest ways to repurpose cardboard moving boxes is to use them as storage containers in your home. If you have extra space and can’t bear to get rid of your cardboard moving boxes, put them to good use. Stack them vertically in a corner of your home, basement, or garage and fill them with anything you want. If you’re tired of tripping over items in your backyard or having to run after your children with outdoor toys, cardboard boxes are the perfect solution. Use them to store items in your garage, basement, attic, or even your yard.

Donate to a Good Cause

They may be used, but they still have some use left to them. Taking your old moving boxes and donating them to a good cause is a great way to make use of them. Second-hand stores will often accept donations, especially if you bring them in boxes. If you don’t own a second-hand store, local charities and non-profit organizations will often take donations. Finding the nearest charity to you is a simple process and can easily be completed online. If you don’t know where to start, you can ask your local waste management company. They can guide you to a good cause that can help you get rid of your boxes.

Return Them To The Store

In some cases, you might need to return your cardboard boxes to the store where you bought them. Depending on the type of boxes you bought, you may be able to get a refund or store credit. The best part about returning your cardboard boxes is that you can do this whenever you want. For example, if you bought the boxes a long time ago and are now moving, you can just return them once you’ve finished the move. You can also return them if you move and need more boxes, or if you decide that you just don’t want the boxes. In this case, you might get store credit that you can use to buy something else.

Recycling

Another option you have when you are looking to get rid of cardboard boxes is recycling. If you have the time, you can drive your boxes to a recycling centre or collect them together at home and then drive them to a recycling centre yourself, when you have the time. This can be a good way of getting rid of your boxes while being environmentally friendly. Your cardboard boxes can be recycled at most, if not all, recycling centres. This is because cardboard is a biodegradable material, which means that it can be broken down by nature and will not cause any problems for the environment. Once you have your boxes at the recycling centre, you can just leave them there and wait for them to be recycled. It may take a few weeks, sometimes even months, but you will be able to pop in and pick up your deposit when it is all ready to go.

Give them to someone in need!

If you want to give away some of your cardboard boxes but don’t have time to post about them online, you can always pass them out to people who seem to be in need. This could include homeless people that you pass on the street or people that you know who are moving. If you pass the cardboard boxes out to people who are in need, there is a good chance that they will be extremely grateful. You could even pass the boxes out anonymously if you don’t want to give people your personal information.

 

Ultimately, you can get rid of your cardboard boxes in several different ways. Some of these methods are more complicated than others, but they are all relatively simple in the end. The key is to think about where your moving boxes are going after your move. This will help you to know whether or not you need to keep the boxes for future use.

THE ULTIMATE STEP-BY-STEP GUIDE

Planning and organizing go hand in hand. The more you plan and organize, the more you’ll be able to stay sane through the entire process. After all, if you have a schedule, you’ll have fewer surprises. Be realistic about time frames! When you are planning your move—whether you have a lot of time or little—make sure to plan it in the same way that you would plan a big event like a wedding. Yes, this will take extra time and energy, but remember, once you are there, all you need to do is move your stuff. The extra work will make your move much easier and will make you feel better in the long run. The fact that you have had a plan, a vision of your new home, will help you feel relaxed and positive. Be realistic about the time needed for your move. Don’t expect to move everything in one day. Make a list of everything that must be moved, and work backwards to figure out how much time you’ll need to move items of various sizes.

If you’re looking at moving quickly, you’ll have to make do with a lot of “good enough”. This is fine if you don’t care about what people think of your move, but if you’re trying to build a new life in a new place and impress the people around you, then it’s best to plan. You can make an ideal move happen even when you have to move overnight. You’ll just have to get creative. This situation is great for those who like to make things happen. If you plan for an ideal move, you’ll have a chance to make it the best it can be. If you plan for an ideal move, you’ll have a chance to create the best first impression possible. If that’s the case, at least take the time to make a plan before you start putting the wheels in motion. Once you’re under a tight deadline, you’ll feel a lot more stressed out. Worse, the formality of deadlines can bring out the worst in people, and this is why it is best to hire professionals. If you have to move quickly, you can still influence the process and have an easier time of it by following some of the steps we’ve outlined here.

Create a budget.

Get an idea of what your move might cost by visiting websites that allow you to enter information about your move and get a quote. Reference this against your budget and see if your savings and earnings can cover the move. Also, discuss the move with your spouse to see where the money is coming from. Do you have an emergency fund? Is the money available in your savings account?

 

File for a change of address.

As soon as you know your move-out date, file address change forms with your post office, the post office of your new location, and the post office of any other organisations you receive mail from.

 

Do what you can yourself.

On short notice, you want to do everything you can yourself to save money. You can start by packing your items so you don’t have to pay the cost of packing materials. This can be done using boxes you have on hand or boxes you can borrow from friends, family, local businesses or the local non-profit organisation. If you have the time, you can also safely dispose of your hazardous waste and junk items.

 

Get organised.

Make a list of the items you want to take with you when you move. Place this list somewhere that you can see it easily, and mark off items as you go. To make the process go as smoothly as possible, pack items that you will use daily or frequently in the first boxes to arrive at your destination. To easily find items you need, label boxes using shelf paper or masking tape with the room, closet or storage area they will be stored in.

 

Make a packing plan.

One mistake people make in packing is to start the task with a general idea of what needs to be packed, but not a specific plan on how to get it done. The best way to approach packing is to create a plan of each room and how to pack it, as well as a packing schedule for how to tackle the different rooms.

 

Work with friends, neighbours and family.

If some of the people to whom you are close live in the same neighbourhood as you, consider enlisting their help. Have them help you pack, clean, move pets, etc. This will save you time and energy and you can take advantage of their expertise and experience.

 

Stay Calm!

Avoid too much thought or worry during times when you are moving! Chances are very good that you will be able to move, despite your anxiety. Anxiety does not mean that you will not be able to do something. It is not the end. Accept the anxiety, fight through it, and take the actions needed.

Contact your movers.

This is the big one! This is the one thing you want to do first when moving out of state on short notice. Make that phone call to get the ball rolling, and get a long-distance moving quote. I recommend that you call at least a few weeks in advance, as you will likely get a better rate and a definite answer to your moving plans. One of the best ways to get a moving quote is to call each company and ask for a quote over the phone.

 

Here are the things you should know before you call:

Your moving date: you want to give the mover a very specific moving date; the closer to your move date the better. The more notice you give them, the better the quote you may get.

 

Zipcode: Ask the mover to specify the zip code they are quoting prices for. This is important because the prices vary depending on your zip code.