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Moving an office is a big task. There are many things that you need to keep in balance in order to have a successful relocation. From when to start preparing your office move. To how fast you should move everything to a new location. You need to make sure that everything is packed and prepared when the moving day comes. But, you also need to ensure that your business doesn’t suffer too much during this period. And lastly, you need to think about your employees. Their needs, wishes, and hopes. All of that requires a lot of preparation.

Factors that determine when to start preparing your office move

Just like with anything else, moving an office is not a straightforward thing. There are many factors involved that you need to take into account. And those factors can have a big impact on when you start preparing your office move. Sometimes a few days of preparation can be good enough. Sometimes they need to be if you really have to move quickly. Then, there are situations where you need to invest a lot of time and energy into relocation. Having quality office movers helps a lot. But, circumstances might force you to start preparing very early. Or to rush through things the night before. It all depends on many factors:

  • How fast do you need to move out and when do you need to leave your current office?
  • How big is your office?
  • Can you move bit by bit or does it have to be all at once?
  • Are you moving alone or with the assistance of professional movers?
  • How much will your business suffer during the relocation process?

Answering these questions will go a long way in preparing you for your move. And help you determine when is the best time to start preparing. 

clock on a table signifying the time-frame of when you need to start preparing your office move
Knowing when you need to move out will determine when you need to start preparing

What moving preparation involves?

Before we can start answering specific questions about when is the best time to start preparing your office move, we need to talk about what those preparations involve. There’s a lot that needs to be done. From finding where to buy moving boxes NYC to decluttering and packing. And with every office relocation being unique, the time-frame for those preparations can vary. But, if you are the one in charge of your office move, you’ll be able to easily determine how much time will those tasks take. 

Start preparing your office move by finding quality movers

One of the first things that you need to do to start preparing your office move is to find movers. Good movers are hard to find. And you might need to book months in advance in order to get a date. So, as soon as you know that you’ll be moving contact Divine Moving and Storage NYC and book a moving date. It’s quite alright to book movers months in advance. As it will give you enough time to prepare your office equipment, furniture, employees, and clients for the upcoming relocation. 

Prepare your current office space for the move

Once you book a moving date the clock starts ticking. You have a fixed amount of time to prepare everything for transport. Most people think that this period is all about packing. And while packing will take a lot of your time, there are many more things that need to be done. One of the first things to do should be to declutter before moving. That way you will simplify your relocation process. You’ll also get a better moving price as well as start fresh in your new office space. After that, you should go through your office and make a list of all the items you plan on moving. From large file cabinets to the last stapler. It will give you a pretty good idea of how many items there are. As well as how much packing materials and time you will need for packing. 

an empty office that is prepared for move
You need to prepare both your old and your new office for the move

Start preparing your office move based on the condition of your new space

Aside from preparing your current office for the move, you also need to prepare your new office space. And that can involve a lot of work. Especially if the new space isn’t quite ready. First, you should clean and disinfect your new office. After that, you need to make it functional. And that means making sure that all the utilities are connected. And that you have a stable internet connection as well as all the wiring for it. Put on some finishing touches and you can start planning your relocation into it. 

Talk to your employees about the move

The importance of communication in the office can hardly be overstated. Your employees need to be on the same page if you want everything to run smoothly. So, as soon as you decide to move, hold a team meeting. Explain the situation to see if there is anything that needs to be done to meet your teams’ expectations. Some of them might stand to gain from the move. While others might have to take an additional bus to the new workplace. It’s also important to go through moving duties and tasks. And to get everyone involved to a certain degree. 

people in a meeting discussing office move
Hold a team meeting to discuss the move

Packing will take a lot of your time so start preparing your office move early

Once everything is said and done, all that is left for you to do is pack. And it can take quite some time to pack everything properly. So, start preparing early. Your items list will help you when buying moving boxes and other packing materials. And having everyone involved will speed things up to a certain degree. But, if you have a large office, make sure you set aside at least a week, just for packing.

So when to start preparing your office for the move?

There’s no one answer that will cover every office moving situation. The best advice that you can have is to start preparing your office move as early as possible. Because the more time you have the easier the whole process will be. For large offices with a lot of employees and clients, it might be wise to start as early as 6 months in advance. While smaller offices can be packed and shipping in a matter of days. Use your best judgment and always leave some breathing room.

About Author

John has been with Divine Moving and Storage in New York for nearly two decades. Starting as a young helper and climbing up the ranks to be a staple in our organization. John has the knowledge and experience to assist our clients with any move or storage related needs. You can reach John or any of our associates in NYC at 212-244-4011