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Try to do this at least six months to twelve months before the move, especially if you're moving a large office with a large number of employees. You may choose one key person to be the "move champion" who spearheads the move team or you may suggest a few individuals in management positions run the move team. Assigning roles to the staff will help ensure the relocation goes well. The move champion should be someone that is senior enough to make decisions and someone who is able to multi task. You should also make sure this person can motivate and communicate well with the other employees, as they will need to talk to the staff, the broker, and stakeholders about the move. You should also share your budget for the move with the move team so they are aware of how much can be spent on the move. Make sure you check in periodically with the move team, if you are not on the team, to ensure the move stays on track. You may also use existing roles within the company to build the move team. You may assign the manager to be the move champion, for example, as they are the most senior individual among the employees. You should take inventory and know exactly how much stock you have in your company. You should also go through your inventory and your office supplies to identify any items that are no longer used. Mark these unused items with post-its so you know they are not going to be moved to the new location. This will help you get a sense of how much inventory will need to be moved and any inventory that will be disposed of. Keep accurate records of your inventory. Go through each department or area of the office and identify items that are going to be moved and items that are not going to be moved. This is especially important if you are moving client files and documents as you do not want to misplace any important files during the move. You may want to assign the move team with photocopying important documents and storing copies so they do not get lost in the move. Outline a detailed timeline for the move in consultation with the move team. If you are planning to use professional movers, you should contact them as soon as possible. Propose a time and date for the move and see if the movers are available around this time. You should try to book professional movers at least six months before the planned move date. This will give you enough time to prepare. You should also determine if the movers are going to be packing up everything in the office or if staff are going to need to pitch in to pack up boxes and stock. You may want to consider your budget and choose an option that will allow you to stay within your budget. Once you have a timeline for the move, you should sit down with the move team and leaders in the staff to create a floor plan based on the new location. You should note where each department will be situated and consider the most practical and efficient way to do this. For example, you may put the IT department next to the server room as they will likely need access to this room more than any other department. You may also change up the organization of the staff in the new space. For example, you may switch to an open floor plan instead of cubicles to foster more communication and discussion among your staff.
Assign moving roles among the staff. Determine your existing inventory. Create a timeline for the move. Make an office floor plan based on the new location.