Downsizing Your Office? Here Are Tips To Have A Smooth Move In Potomac

February 23, 2021 | Downsizing

packing up office to move

The success of teleworking over the past year has led many organizations to rethink the legitimacy of their pre-pandemic office space. As businesses prepare for a 2021 re-opening, the concept of a hybrid workplace is gaining ground, with some employees returning to the office and others working from home. If you’ve decided to downsize your space, organization is the key to a seamless move. Here are some tips:

1. Plan Out Logistics Carefully

A lack of move planning can lead to costly errors. A sound logistical plan includes every small step such as elevator reservations and parking permits on move day, to prompt internet and phone installation. If your downsizing is internally managed, delegate the job to the most methodical multi-tasker on staff.

2. Secure Your New Space

Office hunting is time-consuming. Consider getting help from a Professional Move Manager, who will consider every detail including office layout, parking, access to public transportation, and proximity to client base.

3. Get Multiple Quotes from Moving Companies

Your priority is running a successful business, but don’t cut corners when researching reputable moving companies. We recommend you get three quotes before making a decision. Remember, a Professional Move Manager already has a vetted vendor list that includes small office movers.

4. Declutter Before the Move

It’s wasteful to spend money on moving items that you no longer need. Take the time to pare down before moving day to ensure a tidy office upon move-in. A Professional Organizer knows all the ins and outs of efficient decluttering.

5. Shred Unneeded Documents

Just like unwanted items, documents and files can be a pain to move, plus they quickly contribute to moving costs. Rather than hauling outdated or unneeded documents to your new space, arrange for either an on-site or off-site professional shredding service.

6. Get Help Packing Up

If your employees are packing up their own desks, supply them with proper cardboard move boxes, banker boxes, packing tape, paper, and labeling materials. Have them completely fill up the boxes to avoid cave-ins and damage to contents. Alternatively, consider having a Professional Move Manager tackle this phase.

7. Protect Your Valuables

Special consideration needs to be made for the moving of high-value equipment, electronics, or machinery. Make sure you have a plan for how to handle moving these items, whether it be taking them yourself, hiring a specialized mover, or ensuring the moving company you hire can properly protect and transport these items.

8. Make (and Check Off) a Long List of Administrative Tasks

Afraid you’ll forget something? Start a list as you prepare for the move. Unsure of what to put on your list? Don’t forget to sort out keys, access cards, and parking passes. Who’s in charge of sending emails or snail mail notifications to clients about the relocation?

9. Take an Orderly Approach to Unpacking

Unpacking is a lot more than removing items from boxes. Someone needs to organize everything. The disposal of boxes and paper must occur ASAP to minimize staff disruption.

10. Ensure Seamless IT Transition

Make a plan for setting up computers. Confirm whether your IT staff can do this on their own or if you need to hire extra help.

11. Cancel or Transfer Services

Discontinue any special services at your current office, such as landscaping, security, or cleaning services. Transfer utilities and any other applicable services to your new location.

12. Plan Out Your New Space Ahead of Time

Don’t pay to move items that should be donated or trashed. Well before move day, determine exactly where to place equipment, desks, and furniture. Find out about things like the number and location of ethernet connections, power sockets, and common areas.  Ideally, you want large, heavy items to be correctly placed so you don’t waste time and money later shuffling things around.

13. Rethink Your Furniture

A downsize means fewer furnishings but perhaps also different items. A Professional Organizer can help to sell or donate what you won’t need, and to obtain replacements that make sense.

14. Ensure Someone Can Meet Your Vendors

Leading up to move day, can you afford the time to meet electricians, handymen, and delivery services at the new office? If not, hire a Personal Assistant to be at your new space when you can’t be!

15. Do a Cost-Benefit Analysis

Downsizing an office is a daunting task for the inexperienced move manager. Before embarking on a DIY move, think about what makes good business sense. Avoid expensive mistakes, costly downtime, and disruption to your business that negatively affects your valued clients.

These are just a few of the ways Professional Move Managers and Organizers can help you transition to your new office space. Every business is different and so are their moving/downsizing needs. Contact Potomac Concierge and we will devise a seamless move plan for your business.

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