Are you opening a new business or moving your office? Our office moving tips will help you tackle this massive project with some expert insights that will make things easier for you. We’ve broken down these office-moving tips into a timeline of sorts, to help you digest the info and visualise your own timeline, as each new office build or move has a unique timeline. 30-45 Days Before The Move
Setting Up An Internet Connection In Your New Office: Internet Service Providers are notoriously unreliable in their installation dates and you could end up with an office full of people with nothing to do. Limit your risk of downtime by making sure your new Internet connection is scheduled to be live in your new office before you dismantle your network in your existing office. It is best to plan your move date a few days (at minimum) after you’ve taken possession of your new space. These few days allow Internet Service Providers to bring in your connection and then have your IT team build your network. Without an Internet connection, your IT department or tech support company is unable to set up your servers, network or workstations. Since that set up alone may take several days, you definitely don’t want to fall behind because an Internet Service Provider didn’t install when they said they would. Making these arrangements at least one month prior to moving, also allows you to cancel old Internet service with notice to avoid cancellation fees.
Moving IT Equipment: Some companies have their furniture movers also move their IT equipment. This is fine, but can set you back a few days of time. A better option may be to have your IT Company move the IT equipment themselves with a rental van. This allows them to get started on the same day the Internet is brought in.
Planned Work From Home Day: You may want to plan a scheduled work from home day for your team, to limit downtime during the move. For example, you can schedule your movers to pick up from your old office on a Thursday, have your team work from home on a Friday and return work in the new office the following Monday. This gives your movers and IT team and extra day to set up the new office, servers, network equipment, all computers and phones. The extra scheduled day of set up time created by the pre planned work from home day will really help to limit downtime and interruptions for the entire first week back to work after the move.
Taking Possession Of Your New Office 1 Week Before The Move Access: Make sure your IT staff or tech support company have security passes and keys for the new location, as they will likely be working after hours and over the weekend to set everything up.
Server Room Map: Moving your server yourself? Take photos of your server room prior to dismantling it, including close up photos of cabling and interconnects, so you can set things back up more easily (or better yet, hire a professional tech support company to handle server moving for you). You may also want a diagram of these cable connections. You can hand draw one or use a program like Visio to create your diagram.
Equipment Documentation: Record all your model numbers and serial numbers for all computers, servers and networking equipment in case it is lost during the move. This way, you have accurate info to report to the police, and to your insurance company, if you need to make a claim. Assign each team member his or her suite and/or desk number in the new location, as this will come in handy the day before your move
Office Plants: Do not water office plants for about 1 week before moving. If they are knocked over, wet soil spills more easily, stains, and is more difficult to dry out. Wet soil and water can also leak on to other items on your moving truck. Dry soil will stay put a bit better. Label each pot with the suite or desk number it belongs to so movers put it in the right area.
Personal Items: All employees should take home all personal photos and trinkets to safeguard them.
The Day Before Your Office Move Computer & Phones: When packing up computer workstations, have team members put all peripherals and cables in a bag labeled with their suite and/or desk number at the new location. Have desk phones put in another bag, also labeled with the new suite and/or desk number. This allows the IT team or movers to quickly place everything where it belongs.
Laptops: Laptops should be taken home both to reduce risk of damage during a move and to provide employees with a device to work on during an often-required work from home day during your move.
Filing Cabinets: Lock all filing cabinets and tape keys for each cabinet to the outside of said cabinet.
Fridge: Empty the office fridge before moving, or you will open your fridge to quite a mess!
Load IT Equipment On To Moving Trucks Last: If you did not arrange for your IT company to move the IT equipment themselves in order to start building your network as soon as internet service was brought in, then be sure to have the movers load the servers and infrastructure devices (server racks, network switches etc) on to the trucks last so that they are the first items to be accessed so your IT team can get started on building your network. And remember, mounting a server into a server rack is a 2-person job. If you only have one IT person on your team, you may want to hire IT support for your office move. So there you have it. Insider office moving tips from our team of pros. At least one tip is sure to save you from a headache. Good luck with your move!