An office desk with a laptop and papers, representing the effort to organize a quick office move.

How to organize a quick office move?

Companies that are successful and last for a long time rarely stay in a single location for their entire existence. Sooner or later, owners and managers have to organize a quick office move. This is nothing bad, on the contrary; it can be a sign that a company is evolving, and that it needs a bigger office space. Naturally, financial difficulties also force companies to move into smaller office spaces. But in both cases, one thing is certain – you will have your work cut out for you. After all, completing this sort of task is far from easy. No need to worry, though – not only are we the best movers Buffalo NY has to offer, but we’ll also give you a handy guide on organizing office relocations right here.

Where to start?

Before you find the best services for office moving Buffalo NY has, you still have a lot of deliberation and planning to do. Indeed, the logistics of relocating an entire office to a new location can be challenging, even for a small company. That’s why you need to appoint a couple of moving coordinators from among your staff first; these will be your intermediaries with the employees in regards to the move. Plus, they’ll be able to help you when you need to delegate some of the chores and focus on the big picture. 

Empty office space without employees.
Let everyone explore the new office space before the relocation!

You and your aides will have one big task in the beginning – and that’s devising an accurate and feasible moving plan. This plan has to ensure a lot of things, but primarily its goal is to minimize business interruption. After all, you don’t want to lose too much profit while your company is transitioning to the new location. Yet, you will still need the help of professional moving services to ensure so.

Once this plan is in place, you will start working on the specifics of the logistics involved. First and foremost, you will need to get everyone in the company up to speed regarding this transition. This is a monumental event that will affect everyone; so a memo is probably not going to cut it. We recommend proclaiming the change at a general meeting where everyone can hear you out. At the end of the day, if you’re strapped for time; using the company email chain is also an option.

Communicating the change clearly

While you organize a quick office move, you should know that it’s not all about the technicalities of the move. This is not just a physical transition for your company; it’s a psychological one for your employees and interested parties as well. A new address is a bold step for an established company – always keep that in mind. And considering that, you would do well to take your employees (or at least the managers) on a tour of the new premises at some point before the move. Also, include the most crucial decision-makers in the company while you plan out the floor space and organize everything.

Changing your address for a new one is definitely not convenient in all aspects. Remember, your stakeholders and partners expect you to be at your old address. And even if you’re preparing for a long-distance move that’s not too much of a change; you need to inform all of your clients, partners, and different interested parties about the relocation.

Realistic deadlines for an office relocation

Now, one of the most important parts of organizing a quick office move is proper scheduling. If you don’t mess this up, your relocation will run like a well-oiled machine. It’s incredibly important to make sure you start on time. But on the other hand, you don’t want to prolong the process any more than it has to go on; otherwise, you risk losing money on account of business interruptions.

Employees working in front of computers in an office.
Setting feasible deadlines will make your office move far easier.

There is no one correct answer to the question of when it’s the right time to start preparing. After all, companies can differ wildly in practically every conceivable aspect. The timing of your office relocation will depend on how many employees you have, how far away the new office space is, what your company does, how it functions on a daily basis, etc. As you can see, there are all sorts of factors – so we can’t provide a universal answer. However, in general, we don’t believe that any office relocation should take more than four months; even with the biggest offices.

When it comes to moving day itself, it will more likely be plural; getting everything ready in a single day is rarely feasible even for the smallest companies. When hiring movers, make sure to do it well in advance; that will allow you to schedule them on the weekend. And in turn, that means not losing a single workday to the relocation; once Monday rolls around, you and your employees will be ready to continue working as if nothing has happened. 

Practical preparations when you organize a quick office move

Finally, before the actual move, there will be quite a few important practicalities for you to deal with. For instance, you and your moving helpers inside the company will have to perform an inventory and an audit. And that’s something that needs to happen months in advance. That way, you’ll know what of your furniture and supplies you won’t be keeping. And also, what you need to procure for the new office in the meantime.

A laptop and two connected screens in an office.
There is plenty of tech equipment to move while relocating to a new office!

Conclusion

As you can see, the effort to organize a quick office move can be a sizable one. However, if you start planning this on time and leave nothing to chance – the risk of unpleasant surprises absolutely plummets. Remember to be organized to the very last detail because this can save you a lot of trouble.

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