Organizing Your Office During a Move

Posted on 29/12/2023

Moving is an exciting yet stressful time and even more so when you are trying to organize your office during the process. You may be dealing with a lot of moving parts, from packing boxes to managing paperwork to updating your address, it can be overwhelming. With a few simple tips and tricks, you can make your office move easier and help ensure that everything goes smoothly. Let's take a look at how to organize your office during a move.

Create a Moving Timeline

When it comes to organizing an office move, the first step is to create a timeline. Knowing when tasks need to be accomplished will help keep you on track and make sure that nothing gets forgotten in the hustle and bustle of the move. Create a timeline that includes:

o Updating all contact information with clients, vendors, and partners
o Notifying your team of the upcoming move
o Packing office supplies and items that won't be used between now and the move date
o Working out any details with the new space
o Finalizing your budget for the move
o Coordinating movers
o Scheduling time off during the transition
o Setting up furniture in the new location
o Dealing with mail forwarding

Sort Through Files and Paperwork
One of the most important elements of organizing an office move is sorting through files and paperwork. Depending on how long you've been in your current office, there may be years of documents that need to be sorted through. As you sort through everything, consider filing away old documents or throwing them out if they are no longer needed. If any documents must be stored longer-term (tax returns, client contracts, etc.), creating digital copies could help make storing physical copies simpler. Additionally, providing employees with sorting bins as part of their moving kit will help encourage everyone to remain organized throughout this process.

Pack Your Space Carefully
Once all of your paperwork has been sorted through, it is time to start packing up the rest of your stuff. Start by gathering essential moving supplies like boxes, bubble wrap, tape, markers, and padding materials like foam or paper towels. Gather these supplies ahead of time so you have everything ready when it is time to start packing up desks and other office furniture. When it comes time to pack each item up, label each box clearly so you can easily identify what's inside each box once it arrives at its destination.

Set Aside Boxes for Essentials
During a large office move, it can be challenging to keep track of important items such as computers or phones. To avoid any unnecessary stress or confusion on a moving day, set aside separate boxes labelled "essential items" so those components don't get misplaced or sent out before they are needed in the new location. This will also allow for quicker account setup once you arrive at the new place.

Update Information in One Place
As you make updates throughout the moving process - such as informing everyone of the new address - having one central hub where people can find all relevant information is key for staying organized during this transition period. Create a file-sharing document wherein people can go to view any changes made along the way or refer back to past communications related to the move in one spot rather than digging through emails scattered here and there across different inboxes.

Plan Ahead For Decorating
Last but not least is planning ahead for decorating! Once everything is moved into its permanent place in your new office space, think about what type of decorations you might like in specific areas such as conference rooms or lunchrooms. Perhaps adding plants or art pieces will break up larger spaces while also making them feel more inviting? Taking some time ahead of time to determine how you want things arranged can save you from scrambling around on moving day itself, so try having those conversations earlier than later!

Organizing an office move doesn't have to be difficult. By following these simple tips and creating a timeline for yourself, you should have no trouble keeping everything on track throughout this process! Good luck!