First and foremost, establish a comprehensive list of everything which needs to be done. Random handwritten notes will lead to chaos, so set up a central forum which can be added to and cross-checked.
This should include a list of key dates and instructions about actions which need to be taken before the moving date.
Compile a list of equipment which includes everything, no matter how small. Break this list down into three categories:
- Rarely used items which can be packed early without any inconvenience.
- Make do items which are useful but not essential and can be packed up a few days before.
- Absolute necessities which can only be packed on the day before the move or even on the day.
This will allow you to spread the packing over days or weeks and make it less disruptive to the working environment.
An office move is a good chance for a spring clean. Every office has that broken chair, keyboard or computer monitor. Identify them early and get them put to one side and itemised and make arrangements to get them repaired or recycled.
Compare the size of your new office to your current one. If the new one is smaller, you might have to thin out what you are taking with you. So refer to that list of equipment and work out what you can leave behind.
If the new office is bigger, this is the time to develop a strategy on what you want to take with you and what else you will need.
Considering the new floor plan and where furniture and equipment will go in the new office will also be advantageous when liaising with your furniture removers.
Communication with your movers is essential so they can prepare and can ensure they have everything they need on moving day. Highlight awkward or especially heavy loads so provision can be made to handle these.
Label everything carefully and, if possible, keep wires with electrical equipment. Colour coding may also help to distinguish departments and also identify essential items. You can also allocate a number to members of staff and their equipment so they can be reunited in the new premises.
Remember to make sure staff know what is going on, not only for their reassurance but so they know what they each have to do and when. Business leaders should also inform clients of the move in advance, so they are fully informed of what is going on.