The movers have come and packed all the office equipment up, moved it to the new location and arranged it all in the new building. All your employees are hard at work in the new place and you are eager to be in the new building hard at work as well. The problem is you still need to finish up a few more things at the old place before you can be officially moved into your new office.
To cut ties with your old office building forever, there are a few requirements you’ll need to complete.
Whether you are renting or selling your old office building, cleaning after you move is a must. This means, vacuuming, wiping down the walls, cleaning the restrooms and fixing any damage. Cleaning up will prevent the landlord from having to charge you to purchase the services after you leave. Or if you own the building, it will prevent the new owners from reducing the buying price due to the condition of the office. You can opt to clean the office yourself or hire a professional cleaning service that will clean for you. With proper planning, The Quality Group can offer this service to you as part of their moving services.
Another step to complete before you are officially done with the old office is to stop all utilities flowing to that building. Sometimes this will mean talking to your landlord to make sure you are no longer being billed for the utilities, and other times it means contacting your utility provider and switching it to the new location. In either case, you need to make sure you won’t be paying for utilities you aren’t using.
Turn in Your Key
After you clean everything and make sure you aren’t paying for utilities for the old office, you’ll need to turn in your key. Holding on to the old office key after you move will benefit no one, so when all tasks are complete, turn it over to the landlord or new owners. This will help you avoid further rent charges or allow the new owners to start moving into their new office.
Moving is a big process, but you need to make sure everything is taken care of, and that includes your old office building. Making sure it is ready for the next tenants is important in avoiding further complications. After everything is complete however, you’ll be ready to enjoy your new office worry free.
Posted on February 9, 2016 by Joe DiGiovanni - Moving Preparation
When you’re faced with the stress of moving your office, it can be easy to forget some of the simpler details. Having an office moving checklist will prevent this from happening. It will also ensure that everything is done in the correct order.
Take the time before your move to make sure the following commonly forgotten steps are completed:
- Drain out all equipment that holds liquids to avoid leakage. For items such as copiers and faxes that use liquid ink, be sure to take extra precautions to safely transport them and any open cartridges.
- Empty out all of your desks before moving. Arrange for your staff members to pack and label their belongings.
- Ask your professional moving company to pack paintings, pictures, bulletin boards, etc., with their fixtures so you can easily hang them up in your new office.
- Get rid of any old stationary that is labeled with the old office address.
- Clear out filing cabinets, or if the contents must stay in cabinet and are private, be sure that the cabinets are locked, and the keys to open them are labelled properly.
- If your new office is separated across floors, it’s a good idea to color-code each floor’s belongings. That way, identical furniture won’t get mixed up.
- Make sure you notify your office cleaning company of your move. You should also arrange to receive quotes from 3 office cleaning companies, for your new office cleaning contract.
Making a checklist with these steps beforehand will potentially save you some trouble and headaches later on.
Moving is a hectic and stressful time for your business. On top of everything being shifted, packed and moved, you have to keep your clients happy and operations running. It can be hard to keep everything going normally when such a big disrupter is in your midst. It is possible however, to keep your business functioning during a move with some due diligence and some helpful tips.
Planning is the most important thing for your move. Research on what you’ll need to do leading up to the move, during the move, and right after the move to get settled is a must. While planning won’t cover everything, it will help things run a lot smoother. Start planning as early as possible so you and your employees can organize the work that needs doing with the move in mind. Stay on track and try to get as much work done as you can before the move so you have less to worry about.
Assign Responsibilities and Communicate
Moving is a hectic time so it’s a good idea to assign defined responsibilities to each employee so everything is covered. Assigning who does what will ensure the tasks that aren’t a part of the everyday schedule get done. With the chaos of a move, it’s also important to keep in touch and communicate more frequently. Moving is a stressful situation so having regular meetings will help ease concerns and keep everyone in the know so they can make informed decisions.
Schedule for the Weekend or Slow Days
There is no avoiding a little bit of disruption in the workflow during a move, but you can minimize it by moving in your off season. Also, try to move either on the weekend or on a typically slow day. Moving during a time when you’re not busy will prevent your employees from having to disrupt a big project. It will also keep their stress level down and lessen the impact for clients.
Hire Professional Movers
The best thing to keep your business moving as it should during relocation, is to hire a professional moving company. Hiring a moving company will allow your employees to focus on what is most important: their work. Professional movers will take the stress of moving off of you and your employees and move everything for you. If you hire a moving company like The Quality Group, then they’ll set up everything in your new office as well, so you can jump right back into work. Professional movers will take the stress of moving off of your business so you can focus on just your business.
Maintaining your workflow during a move can be a challenge but it’s definitely not impossible. Remember to plan, communicate and schedule for slow times when moving and to make it a seamless transition, call The Quality Group. We’d love to help you move with no noticeable down time.
An important step in relocating your office is setting up a timeline for moving. The timeline will give you a rough idea of how long each stage in the office relocation process will take, and will allow you to schedule sufficient time for both the move and your normal business operations. Without a timeline, your company may not have sufficient time to plan for the office relocation process, causing you to make rushed or uninformed decisions.
Below are the main steps of office relocation and the approximate timeframes of how long they should take you:
Finding the new office space: This stage of office relocation involves figuring out your office space requirements, finding your tenant rep broker, and viewing potential office spaces. According to the commercial real estate firm Austin Tenant Advisors, this process should take you about 2-6 weeks but can last longer depending on your market. After those steps are finished, negotiating the terms of your lease with your landlord, and finalizing office lease terms should take about 8 weeks.
The legal process: The legal process includes clarifying office lease terms with your real estate lawyer, ensuring you understand tenant obligations, liabilities, and that your interests are protected. This step should take about 4-8 weeks.
Space planning, office design, and build-out: Furnishing your new office to meet all of your requirements, takes a lot of planning. The actual build-out also takes a while. Allow about 4-8 weeks for this step in the process, and adjust for even more time in the case of larger offices.
Office moving stage: This phase is physically moving your office, and it is estimated that this will take 2-12 weeks, depending on everything you have to move, and if any improvements need to be made.
How long your office relocation actually takes depends on your resources, requirements, and individual circumstances. Having an established timeline beforehand helps ensure that the relocation stays on track, and that the process is easier for you.
In this increasing do-it-yourself world, moving your office someplace new by yourself might seem like the perfect solution. You’ll save money, make sure everything is packed the way you want it to be, and stick to the schedule you’ve planned, right? Think again. There are many things that can go wrong during a move and you’re probably not equipped to handle some of those things the way professional movers are.
Hiring a professional moving company can prevent many headaches and strains, not to mention stress.
Cost and Time Organization
Moving by yourself doesn’t necessarily mean you’ll save time or money. It just means the costs will be spread out through different pieces of the process and that you have to schedule everything yourself. You’ll have to keep track of all those different pieces to ensure a smooth move. Scheduling and paying for the daily use of the moving van, moving within a set time frame and paying for the gas to do it, securing the packing supplies on time, paying for the insurance and managing any unexpected surprises can be overwhelming. A moving company will wrap all your costs together with a custom quote and simplify your list of things to worry about with a comprehensive schedule.
Making the decision to move by yourself also means you’re making the decision to pack and load everything up as well. Getting the right equipment and enough people to help you move can be a hassle in and of itself. Moving all your computer equipment safely and maneuvering all your furniture without damaging your walls can be nearly impossible by yourself. A professional moving company has done this thousands of times though, the experienced movers know exactly how to turn your desk to fit it through doorways, and on the first try too. All computers will be packed securely as well, so you won’t have to worry about remembering which way the screen should face to avoid breaking it.
Do you have a plan in case there is an emergency during your move, for instance are you prepared if you drop your equipment and it breaks or the moving truck breaks down during the move? Things happen on moves that you weren’t planning for and if you don’t know how to handle the problem then your whole schedule might be altered and your business operations stopped. Professional movers however, are insured for your equipment and have extra trucks in case the first one does break down. A moving company takes into account all manner of possible incidents and plans for the worst so you can have peace of mind knowing that your office equipment will arrive in tact and on time.
A professional moving company can make your move smooth and seamless and relieve you of a lot of undue stress. When searching for moving companies, consider The Quality Group’s specialized team. As a full-service moving company, they will have you set up and in your new office with no down time at all, plus you won’t have to worry about anything but your business.
Here at The Quality Group, we take care of your furniture during your move, no matter what stage of its life cycle it’s in. We make sure all your furniture needs are taken care of so there is no extra work for you.
You’ve taken a look around the office and noticed that your furniture is not what it used to be. It has some scuffs and scrapes, it’s a little out of date and not all of it even matches anymore. With the move coming up, you decide to throw out the old and bring in the new. The problem is you don’t know what to do with the old. The Quality Group however, knows exactly what to do with your old furniture and they will even do it for you.
When your office moving date arrives, The Quality Group will take the furniture you no longer want and donate it to Habitat for Humanity, on your company’s behalf. You get to free up your space for new furniture without extra work, and Habitat for Humanity gets to use your old furniture for a good cause.
It’s come to your attention that you don’t quite know where to put some of the office furniture in the new office. The new office has a different layout and while you’ve discussed where it can go, you’re still not quite convinced. You don’t want to put it there yet and you don’t want to get rid of it yet either. Not to worry, during your dilemma, The Quality Group can store your furniture until you are ready to make a decision. Once you’ve decided, just let The Quality Group know and they will help you carry the decision out.
Your company doesn’t have any furniture for the new office you are moving into because of the different space requirements. You can’t have your clients sit on cardboard boxes when they come to visit and you can’t expect your employees to sit on them either.
If your new office is going to be looking bare, then let The Quality Group know during your move. They will consult with you about your furniture needs and make suggestions from their assortment of office furniture that they sell. They will ensure that everyone in the office is happy and comfortable with the new furniture.
Furniture is one of the biggest things to worry about during a move, whether you are getting rid of it, keeping it or even if you are unsure about what to do with it. Whichever stage you find yourself in with your furniture during your move, The Quality Group is happy to help.
The New Year is about setting goals and making a fresh start. This year your business is making a fresh start with a move to a new office. The move is the first step in making some major changes in the way your business is run. You’ll want to make sure the changes start right in the beginning with the relocation so you can carry that momentum through the year.
Here are some New Year goals for your business you can begin working on during your move and that you can carry forward throughout the New Year.
Businesses burn through a lot of material, including recyclable material like paper and plastic. In addition, employees of businesses go through their own materials including water bottles, soda cans and sandwich bags. Set up a few recycle bins in the office while you start your move and recycle the materials that won’t be following you to the new location. Once you are in the new place, keep the recycle bins alive and encourage your employees to recycle their materials as well. Your business will become more earth friendly and you will feel better about your business.
Similar to recycling, during your move you might find some equipment that you no longer use or have replaced a while back with newer versions. Instead of throwing those items out, donate it to other companies that might need it or to stores that take donated items that will resell it. Just be sure to erase any stored information on the equipment to ensure your business’ safety. Donating these items will reduce how much you have to pack from your current office and store in your new office. Supplies that are no longer being used are always appreciated any time of year.
Relieve the extra stress
Moving is a stressful job and adds more to your already huge pile of things to do. To relieve some of that stress set aside time to relax and to ensure that there is no down time in your business operations, hire a full-service moving company that will unpack everything for you. This will help you stay calm during the move and the service will remove some of the things you have to worry about. Your employees will be able to walk inand start working Monday morning, as if nothing has changed. Setting aside time to relax during the week is a good practice to keep going throughout the year as well, you’ll feel more relaxed and ready to get to work when you need to.
With the New Year here and your business starting fresh in a new place, take some time to set goals for your business as well as for yourself. After all, the New Year is all about making improvements and there is always room for improvements, even in the business world.
An office move is a lot of work, no matter how big or small your company may be. Most businesses only move office every three to five years and therefore are not well versed in moving. Successful moving is a collaborative effort, and requires that you hire external services. Here are people you can hire that will help your move run smoothly.
Tenant Representative or Commercial Real Estate Agent
An experienced and local tenant representative or commercial real estate agent will find the best office space that meets your needs, and negotiate the best possible deal on your behalf, which will save you money. Be sure to define who exactly will pay the representative or agent fees because the landlord will not always pay them. Having one of these however, can give you significant leverage in the leasing process.
Real Estate Lawyer
Hiring a real estate lawyer ensures that all of your interests are fully protected when negotiating and documenting the fine details of your office lease. He or she will make sure that everything you and the landlord agree upon is accurately reflected in the office lease.
Office Interior Specialists
It’s a good idea to hire a team of office interior specialists when you find your new office. The office interior specialists will help design and build out your new office in a way that is most suitable to you and your business. This goes a long way because your company requires the office to feature everything you may need to operate at maximum productivity.
Office Moving Company
Getting all of your office’s belongings from point A to point B is of critical importance. It’s essential that not only everything get where it needs to go, but that it all arrives on time, and in one piece. A professional moving company will take care of this for you, and help you prepare by packing everything safely for the moving day.
Moving your office can be a daunting task, but these specialists will help you and all your belongings get where they need to go. With a little help, your move will be seamless and your new office will be up and running in not time.
Posted on December 22, 2015 by Joe DiGiovanni - Moving Preparation
When searching for a new office for your business, there are several factors that influence your decision. The size of the office, rent, and location are all things considered during the process. It’s a good idea to work out your office space requirements before you even begin to look for real estate.
Having the right size office will tremendously help in running your business efficiently. Too large of a space is a misuse of capital that could be used for something else. Not having enough room may cause you to outgrow the office before the lease is up, resulting in a waste of money and time.
Business Growth Strategy and Lease
One thing you need to consider is your business growth strategy, which can be determined by looking at anticipated growth throughout the term in terms of employees, and the length of the lease you’re signing. A lease of three years or shorter will be easier to judge because it’s hard to predict where your business will be after that. Your business needs may be very different three years from now than what they currently are. Anticipated industry growth and the economic client, also need to be considered. This gives you the growth density ratio, which typically rangers from up to 175 useable square feet per person for dense, larger offices, and up to 325 square feet per person for smaller, private offices.
Required Meeting Rooms
The number and size of required meeting rooms largely contribute to the space needed. These things can be determined by the total number of employees, how many meetings you have at a given time, as well any technical requirements, such as tools necessary for video conferencing.
Determining how much space you need in your new office will help you narrow down your choices and point you in the right direction for office leases. Be sure to determine what your space requirements are before you start your search to avoid problems in the future and get the best office for your business.
The holidays bring joy and good will but it can also bring stress. Family comes to visit, stores get crowded and cold and flu season runs rampant. On top of all that, your office is being relocated and it is putting additional strain on you and your employees.
Moving offices over the holidays is never an ideal situation, but business goes on and the move ultimately needs to happen. Forming a plan will help everything run more smoothly and will be the key to a successful move. To avoid unpredicted obstacles, follow these tips and you’ll be in your new office in no time at all.
Move during the slow week
Many people take off the week between December 25 and January 1 to travel and spend time with family and friends. That means that week will likely be a slow week for you and your company, and a great opportunity for you to move your office without losing business and creating a hectic atmosphere for you and your employees.
Plan with the holiday in mind
Those few important days that are especially important are the ones that you don’t want to miss out on because of an appointment with the movers. Start planning the move early so you get the dates you want with the moving company. Then set up an organized day-by-day plan of everything that needs to be accomplished and stick to it.
Tell your clients about the move
Announce to your clients that you will be relocating to a new office. Tell them when you will be officially up and running in the new place so they don’t go searching for you at the previous office. It is also important that you let them know if there will be any downtime on your end while moving so they can plan accordingly to minimize the effects. You can even incorporate the announcement of your move into your company holiday card to give it a festive touch.
Moving during the holidays may not be an ideal situation, but it doesn’t have to be an unpleasant experience. Take the time to plan out the best plan for you and your company for a smooth transition and remember to take time to relax and enjoy the holidays.