9 Tips For A Smooth Move

The thought of moving is always a dreadful one, especially if it’s a corporate office. Okay, moving offices is exciting, but the moment you’ve been mandated by the responsibility of ensuring that the move runs smooth. That’s when you realize just how daunting this might be.

It doesn’t matter if you are simply relocating office a few blocks, or the company’s headquarters are going be in another city, moving comes with lots of aspects to take care of – from preparations, packing, actual moving, to unpacking and making sure that things are in place.

Therefore, if by any case you find yourself delegated with the responsibility to coordinate office relocations, then today is your lucky day since this article is about 9 tips for a smooth move. So let’s get right to it.

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1. Early Preparation Can Save You A Lot

It is important to note that, when it comes to moving offices (and even for homeowners), preparation is paramount and very important indeed. Being suitably prepared and very much organized, you’ll find that things will be easier when the D-day comes. It is highly advisable that you start preparations immediately once you’ve been informed about the movement. It doesn’t matter if you’ve got more than 6 months until the D-day, or if you’ve got only a week, preparations start straightaway.

The upside to early preparations is that you get to attend to all details (big or small), which in turn tremendously reduces your burden. I am sure you wouldn’t like to find yourself in an helter skelter situation where the moving has arrived, but you can’t seem to know where certain office items are. It also reduces embarrassment from your co-workers and your boss. So what does early preparation involve? Well, it involves literally everything and anything you can think of, such as scoping out the new office. I think it’s obvious that you should accustom yourself with the new office in terms of its layout. This helps you with the preparations, and plan how the new office will look like once you relocate.

Also, don’t forget to jot down anything you find important so that you don’t forget anything.

2. Involve Your Company’s IT Team

Now, why would have the geeky, IT guys on board? Well, as a matter of fact, you just have to include them, especially when you are looking for a smooth relocation. Remember that they are responsible for all the company data in terms of storage and security, which basically means that they must be included so that they can ensure every data is in place. The IT guys will have to back-up everything about the company, and since this usually takes long, you’ll have to inform about the relocation early. Give them about three months or so advance notice so that they can have ample time to transfer all the technical staff – phone connections, internet plans, computer equipment, etc. They’ll also have to evaluate the new office space and see whether they’ll need new upgrades. And if they do, it means another procurement process for you (or the necessary department), thus a whole new issue all over again. In essence, in one way or another, you’ll be working with the IT team hand in hand.


3. Clean Up Things The Firm Doesn’t Need

Every office has some things that aren’t important to its daily operations. These are things you need to get rid of. Start with unnecessary papers, and shred them. Then get rid of furniture that is known to collect lots of dust. You can sell such furniture, or donate them – one firm’s trash is another firm’s treasure! However, when donating the equipment or furniture, remember to check with the accountant, because anything donated may be used as tax write-off.

4. Purchase New Equipment In Advance

As mentioned earlier, whenever there is something new required to assist with the moving, then you need to order them very early. This essentially reiterates the importance of early preparations whereby you don’t find yourself in an off-guard situation. It is recommendable that you make the orders a month or two before the D-day. This way, you don’t inconvenience anyone at the office after the relocation is done with.
At the same time, while making the orders, make sure that you don’t order too many items on a frequent basis, because you’ll end up paying for shipping twice – first shipping charges when the equipment arrive, and the second charges once the equipment have been moved. Try and coordinate with the suppliers so that you can have the goods delivered at the new office.

5. It’s Time To Hire A Moving Company

Hiring a moving company may seem like a simple task, but this may end up being a daunting task, mainly because there is a slew of options to pick from out there. Some of them are great, others offer fairly good services, and at fair prices, while others are simply sham. Therefore, you have to be careful on this one. Take your time and dig in a little deeper and do some research on what kind of services they have. Checkout if the moving agency has a team of honest people and that they look the kind of people who are honest and wouldn’t steal any of the office equipment. You can guarantee this by picking a moving agency that is insured such that if anything gets lost or damaged, then you’ll be sorted out appropriately. Another tip is to pick a company that’s experienced when it comes to commercial relocations. Then again, make sure that you start looking for a moving company early enough, because some of the best movers tend to have filled up schedules. And so you wouldn’t like to opt with the less-than-top-notch movers, would you?

Smooth Moving

6. Next Step Is To Update Your Firm’s Address

Once the company announces office relocations, it is right that you start letting your customers and clients know about the soon-to-be changes. That’s when you update the company website, letterheads, business cards, and any other public materials. The complete update of every other thing regarding address should take place a week before the official relocation.

You can also contact Google so that they update your online listing address. Do this a month before, just to give Google enough time to make the changes. You know how big Google is, and so, if you contact them late, then you’ll have your company’s online listing updated late. Don’t forget to update your suppliers and vendors for any future deliveries.

7. The D-day

When the day comes, everything and everyone should be organized such that things go as planned. Now, this is when the moving company comes to the rescue. For you, it’s all about supervision and ensuring that every step goes as you had envisioned. In case something else comes up, and that it wasn’t in the plans, take the necessary measure to deal with it. Just be organized and let things fall into place, and most importantly, don’t panic.

Finally, once you’ve successfully transferred and moved everything, remember to schedule meetings appropriately, just to accommodate everyone at the company as well as the clients. That is, it is important that firm give its employees a buffer period to adapt to the new environment.

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