Corporate Moving 101

Is your business upgrading with a change of scenery? If you’re getting ready to tackle a corporate relocation, it’s understandable to feel overwhelmed by the task at hand. After all, a corporate move requires careful logistical consideration, attention to detail, and organizational skills—among countless other aspects.

Although the process can be very involved, the fact is that your business relocation can be handled expertly with the right know-how. Keep reading, and discover how you can transform your business move into a smooth, efficient experience!

Your Complete Guide to Corporate Moving

Corporate moving can be a difficult process, but we’ve got you covered. Learn from our comprehensive guide to office moving below!

• Establish Objectives

The first step in planning a corporate move is to establish clear objectives—an aspect that will guide your decisions and set the tone for your relocation. Ask yourself and your leadership team the important questions. Why are you moving? What do you hope to achieve with this relocation? Whether you’re seeking more space, a better location, reduced costs, or improved facilities, setting specific goals will help you stay focused and make informed decisions. Plus, determining what aspects are non-negotiable, such as staying within budget or minimizing downtime, will provide a solid foundation for your planning process.

• Create a Moving Committee

Managing a corporate move is a group effort, so forming a moving committee is a crucial aspect of a successful relocation. This team will oversee the entire process, ensuring all tasks are completed on time and within budget. Select representatives from various departments to form this committee and assign specific responsibilities and tasks to each person. Every member of the committee should have a clearly defined role to streamline the relocation effectively. 

• Make a Budget and Timeline

You need to employ various strategies and tactics to achieve your defined objectives. What’s the best way to reach these goals? Start with a detailed budget and timeline to keep the move on track and avoid unexpected costs. Begin this process by estimating all potential expenses, including moving costs and new office setup. The more detailed your budget, the better. Additionally, develop a comprehensive project plan with key milestones, including dates for hiring movers, packing, moving day, and setting up the new office. These deadlines can keep you and your team on track throughout the entire journey.

• Hire a Moving Company

One of the most effective ways to improve the moving process is to hire professional movers. Start this step by researching potential moving companies in your area and checking their credentials, reviews, and experience. Request quotes from at least three companies to compare services and costs. Once you’ve chosen the best fit for your business, review your contract, ensuring all services and costs are clearly outlined. A reliable moving company will provide the expertise and resources necessary to handle the logistics of your move efficiently.

• Create a Thorough Inventory

To ensure all of your business’s items are accounted for, conduct an inventory of your current assets to assess what needs to be moved, sold, donated, or disposed of. Itemize all office furniture, equipment, and supplies to get a clear picture of what you have. Clearly label all items to allow for greater organization and tracking during the move.

• Notify Stakeholders

Communicating your moving plans to all relevant parties is vital to maintaining positive business relationships and ensuring a smooth transition. Start with internal communication by informing employees about the move and providing details on the timeline. Follow up with external communication, notifying clients, vendors, service providers, and other stakeholders. Update your address with banks, the post office, and other relevant parties to avoid any disruption in services and communication. Clear and timely communication helps manage expectations and reduce confusion.

• Make a Floor Plan

Don’t go into your new business space without a plan, as this will only result in chaos and stress. Instead, create a thorough floor plan for the new office space to streamline the setup process and ensure the location will meet your operational needs. As you make these decisions, consider workflow efficiency and employee comfort. Decide on the placement of furniture and equipment to optimize your space. This floor plan will also help movers place items correctly and minimize the time needed to organize the new office.

• Plan for IT Needs

Relocating IT infrastructure is one of the most critical aspects of a corporate move—and it can often be one of the most stressful parts. Proper planning can prevent significant downtime and technical issues. Begin by auditing all IT assets, including servers, computers, phones, and network devices. Coordinate with IT providers or your in-house IT team to plan system disconnection, transport, and reinstallation. Schedule any necessary service transfers or upgrades in advance. 

• Start Packing Non-Essentials First

When you first start packing, you will only be able to pack non-essential items that aren’t needed for daily operations. Organize and pack these non-essential items, such as archived documents, extra supplies, and other miscellaneous items. Clearly label all boxes with their contents and intended location in the new office to facilitate streamlined unpacking. 

• Backup Data and Secure Documents

Protecting sensitive information and ensuring data integrity is paramount during a move. Backup all digital data, ensuring multiple copies are stored in different locations to prevent data loss. Secure physical documents, particularly those containing sensitive information, by using locked boxes or secure transportation methods. Consider professional shredding for unnecessary paperwork to protect against data breaches. These precautions help maintain business continuity and safeguard sensitive information.

• Disassemble Furniture and Equipment

When packing items for a move, you can protect large furniture and equipment more effectively when they are disassembled. Take office furniture apart and prepare equipment for transport to reduce the chances of damage during the move. Then, pack these items securely using proper packing materials. Label all components clearly to ensure none of the pieces are lost or confused in the new office. Any small items such as nuts or screws should be placed in plastic bags, labeled, and taped to larger components to keep everything organized.

• Maintain Communication

Regular communication throughout the moving process is a must to keep all employees and stakeholders informed and on the same page. Provide regular updates about the move’s progress and any changes to the plan. To effectively keep all parties informed, use multiple communication channels, such as emails, meetings, and bulletins. Clear communication helps manage expectations, address concerns promptly, and ensure a coordinated effort during the move.

• Supervise the Move

On moving day, have key personnel on-site to oversee the process and attend to any questions or concerns that arise. Members of your moving committee should supervise the movers to ensure they follow the planned schedule and layout. Once the moving truck has been loaded, perform a final walkthrough of the old office to ensure nothing is left behind and secure the premises. Your presence and supervision ensure that any issues can be addressed immediately and that the move proceeds smoothly.

1. Set Up Your New Space

You’ve made it to the new location! Now it’s time to arrange furniture and equipment according to the floor plan. Get your IT team to work on installing IT and telecommunications systems and ensuring they are operational. Verify that all systems, including the internet, phones, and computers, are working correctly and resolve any technical issues promptly. Setting up the new office quickly and efficiently helps resume business operations with minimal delay—a crucial aspect to reduce your company’s downtime.

• Remain Organized

After the move, unpack all boxes and organize the new office space systematically. Don’t procrastinate by saving boxes to unpack for later, as they will likely sit around for longer than you’d like. As you unpack, dispose of packing materials and arrange for recycling if possible. Remaining organized during this phase helps employees settle into the new space quickly and makes it easier for them to adjust to the new environment.

• Familiarize Employees with New Location

Last but certainly not least, conduct an orientation for employees to familiarize them with the new office layout, facilities, and any new procedures or changes resulting from the move. This orientation will help employees feel comfortable in the new space and ensure they can navigate it efficiently from day one.

Prepare Your Business for a Successful Corporate Move

As your business grows and evolves, relocation is an inevitable part of the journey. Rather than haphazardly (and stressfully) approaching the project, tackle the task with expertise through the steps outlined in our guide. With these elements considered throughout your corporate move, you’re sure to achieve high-quality results!

Looking for a trusted moving company to make the process easier and reduce stress throughout the relocation? Work with Oneida Solutions Group, Michigan’s top-rated, full-service moving company. Our team has provided reputable relocation solutions for two decades, and we work diligently to ensure your business can reach your moving goals with ease. Request a free quote online or call today to talk to one of our relocation professionals!