Office moves can be a daunting task and one that office managers and operations professionals will have to tackle at least once in their career. Pulling off a successful, stress-free office relocation requires detailed planning, constant communication, and careful coordination with both your team members and external vendors and partners. When you are juggling all of these tasks on top of a packed schedule and the stress of keeping a business running preparing for an office move can feel overwhelming.
At Managed by Q we’ve helped hundreds of companies manage office moves, expansions, and renovations. We’ve handled every move-related task: organizing, packing, relocation, renovations, deep cleaning, trash removal, electrical and IT set up, plumbing hook up, furniture assembly, and decor installation. We’ve even moved our own office four times over the last four years! Based on our experience we put together a complete guide to office moving, including a detailed checklist that you can use to plan every step of your move.
We also talked to office operations and moving professionals about their best advice for preparing for a move, staying sane on moving day, and settling in to your new space. If you have an office move on the horizon, here’s what you need to consider:
Start planning as early as possible
At Managed by Q we’ve helped hundreds of companies manage office moves, expansions, and renovations. We’ve handled every move-related task: organizing, packing, relocation, renovations, deep cleaning, trash removal, electrical and IT set up, plumbing hook up, furniture assembly, and decor installation. We’ve even moved our own office four times over the last four years! Based on our experience we put together a complete guide to office moving, including a detailed checklist that you can use to plan every step of your move.
We also talked to office operations and moving professionals about their best advice for preparing for a move, staying sane on moving day, and settling in to your new space. If you have an office move on the horizon, here’s what you need to consider:
Start planning as early as possible
“Moving an office is not a deadline that you can really miss, because it affects so many people,” said Matt Cherveny, Office Manager at Datadog, who recently moved the company’s New York office into the New York Times building in Times Square.
Ideally, you’ll have six to eight months to plan your move. But Jamie Gray, Global Office Operations Manager at Hired, who manages 12 offices worldwide and has facilitated somewhere between 15 and 20 commercial moves says, "I'd say a month to a month-and-a-half is a solid amount of time for a move, but you have to dedicate a lot to it." The sooner you can confirm your new space, create a timeline, and confirm vendors, the easier your move will be.
Get organized from the beginning
Ideally, you’ll have six to eight months to plan your move. But Jamie Gray, Global Office Operations Manager at Hired, who manages 12 offices worldwide and has facilitated somewhere between 15 and 20 commercial moves says, "I'd say a month to a month-and-a-half is a solid amount of time for a move, but you have to dedicate a lot to it." The sooner you can confirm your new space, create a timeline, and confirm vendors, the easier your move will be.
Get organized from the beginning
A strong logistical foundation is essential for a move to go well. As soon as moving is on the horizon create a workback timeline, make a budget, and gather key stakeholders and decide who has decision making power. Don’t forget to account for unexpected costs, such as leaks or broken windows in the new or old space. To help you organize your budget, Hivy created a budget template for office moves, which you can use to create your own.
Your vendors are your allies
Your vendors are your allies
When researching vendors to help with your move consider price, their responsiveness, ratings, and reviews. As you discuss your upcoming move with them do you feel they listen to you and work to understand your needs? Have they worked with companies like yours before? Are they willing and able to meet the insurance requirements in your current and new spaces? Schedule a walkthrough with potential movers and other vendors to go over important details for the move.
In addition, take stock of your current vendors. Do they offer services that can help with your move? Will they be able to serve your new space? Make sure you find out how much time they need to transition or start services as well.
Taking the time to get to know and communicate with your vendors at the beginning of the process can save you from frustration later. The Offices Moves Made Easy guide includes a template keeping track of important vendor information.
Stay flexible
No matter how much time you have to devote to your move, plans will shift and change as a lease falls through, renovations run over time, or your executive team changes their mind about the new office floor plan. Matt from Datadog advises those moving offices to, “allow for some flexibility, because stuff is gonna hit the fan at some point.” Staying organized, calm and knowing change is the name of the game goes along way to keeping a move on track, even when plans change.
Communicate wisely
In addition, take stock of your current vendors. Do they offer services that can help with your move? Will they be able to serve your new space? Make sure you find out how much time they need to transition or start services as well.
Taking the time to get to know and communicate with your vendors at the beginning of the process can save you from frustration later. The Offices Moves Made Easy guide includes a template keeping track of important vendor information.
Stay flexible
No matter how much time you have to devote to your move, plans will shift and change as a lease falls through, renovations run over time, or your executive team changes their mind about the new office floor plan. Matt from Datadog advises those moving offices to, “allow for some flexibility, because stuff is gonna hit the fan at some point.” Staying organized, calm and knowing change is the name of the game goes along way to keeping a move on track, even when plans change.
Communicate wisely
Once you’ve confirmed your timeline, let your colleagues know what to expect and when throughout the move. Layan Germino, Office Manager at Managed by Q, explained her communication strategy throughout our recent move, “I worked to be as transparent as possible with the team about when we were going to move and any setbacks we encountered along the way. No matter what, I communicated as much as I could.”
Jamie at Hired also emphasizes the importance of communication, especially with your vendors and teams working directly on the move. "I recommend setting up a weekly or even twice-a-week move check-in with all your key stakeholders, from IT to the design team, to make sure everyone's feeling good about the timeline and being flexible if need be."
Don’t neglect your old space
As you settle into your new space, be sure you schedule cleaning, trash removal, and any necessary repairs to get our full deposit back. Hire these services in advance so you are not scrambling to take care of them last minute while you are working to settle in to your new office.
With these ideas in mind, it’s time to start preparing for your move. The Office Moves Made Easy guide offers a step-by-step breakdown and detailed checklist so you can plan your move with confidence and stay sane throughout the process.
Jamie at Hired also emphasizes the importance of communication, especially with your vendors and teams working directly on the move. "I recommend setting up a weekly or even twice-a-week move check-in with all your key stakeholders, from IT to the design team, to make sure everyone's feeling good about the timeline and being flexible if need be."
Don’t neglect your old space
As you settle into your new space, be sure you schedule cleaning, trash removal, and any necessary repairs to get our full deposit back. Hire these services in advance so you are not scrambling to take care of them last minute while you are working to settle in to your new office.
With these ideas in mind, it’s time to start preparing for your move. The Office Moves Made Easy guide offers a step-by-step breakdown and detailed checklist so you can plan your move with confidence and stay sane throughout the process.
Eleanor Whitney is the Managing Editor at Managed by Q. She is a writer, musician, and community manager based in Brooklyn, New York. In 2013 Microcosm Publishing released her first book, Grow, a field guide for creatives to build satisfying companies and careers. She is currently working on her second book, a feminist memoir, to be published in 2018.
Managed by Q is the platform for office management. Q makes it easy to run an office by connecting companies to services, including cleaning, maintenance, office administration, IT, and security. A solution for recurring and ad-hoc office needs, Q saves companies valuable time and supports office operations for thousands of businesses nationwide.
Managed by Q is the platform for office management. Q makes it easy to run an office by connecting companies to services, including cleaning, maintenance, office administration, IT, and security. A solution for recurring and ad-hoc office needs, Q saves companies valuable time and supports office operations for thousands of businesses nationwide.
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