How to Plan and Coordinate an Office Relocation Timeline

The way we work has changed, possibly for the better, as more companies adopt flexible working practices. Whether you or your company is planning to relocate, both of you need to be well-prepared for the shift, irrespective of whether you’re moving to new workplaces or making room for a hybrid workforce. Therefore, keep in mind two things if you’re thinking about shifting to a serviced office or co-working space: communication and preparedness are essential.

There are a few things you can do to ensure that everything continues to go as smoothly as possible, regardless of how eager or apprehensive some individuals are about returning to the office. There are many things involved in an office relocation; from moving valuable art pieces to moving heavy equipment and furniture, all the steps need to be taken care of. In this blog, Kingdom International Movers, which is one of the oldest international movers in Saudi Arabia, will take you through a detailed guide on how to create a moving checklist.

Step 1

The Planning Phase

Do these things 12 to 18 months before your moving date. Most local movers in Riyadh suggest that you have enough time to plan and manage your office moves. In these ways, you will ensure a smooth and stress-free relocation. You can follow the tips shared in our blog titled “These Moving Tips Will Make Your International Relocation Cakewalk” for free office relocation.

Review your office lease. You risk losing your deposit if you decide to suddenly relocate your office. Additionally, you can be liable for any breakages or damage to the area that may happen during the relocation. So make sure you hire professional movers in Saudi Arabia for your relocation.

• Consider how you will shift your electrical equipment and IT without harming or slowing down the workflow. IT, data, computers, and connections
• Create a planning team that is capable of delegating responsibilities and managing the relocation process. You can hire movers in Riyadh and plan this step with them.
• Begin requesting quotes from international and local movers in Riyadh to determine who offers the greatest service and the best price. You can request a free moving quote from Team Kingdom International Movers.
• Find out if you require relocation insurance for any of your valuable equipment or furniture.
• Set a relocation budget to help you avoid going overboard.
• Obtain a thorough floor plan for your new location and plan your move accordingly.

Step 2

Create Free Communication Channels

Once your moving date has been finalized, you must inform both your staff members and your clients and vendors about your upcoming move. This step is vital for preparing your office team for your office move. You can do the below-mentioned steps five to six months before your relocation.

• Give formal notification to your new landlord and property manager about your move.
• Inform every member of your staff of the relocation date and new office location. You could also want to discuss with your team member the rationale behind the move, its advantages, and any adjustments to their daily schedule.
• Create a master list of the individuals to whom you must mail a change of address.
• Make certain that everyone on the team is aware of their upcoming duties in advance.
• Make a reservation with the moving company of your choice.
• Inform your local business associates, affiliates, and vendors of the move, particularly those who will be impacted by your change of address and contact details.

Step 3

Preparing for the Move

Now that you’ve planned for the move and informed all those affected by it, it’s time to plan the logistics of moving all of your office supplies, furniture, and equipment to their new destination. Your hired movers and packers in Riyadh can help you at this phase. You can start preparing three to four months in advance of your moving date. While preparing, ensure that everybody is safe during the move. There are seven common moving injuries and tips to avoid them in our blog section. Ensure your entire office staff reads this blog to avoid any fatalities.

• Make a list of the current office equipment. Include everything in the list. You can even ask your hired moving company in Riyadh to help you with this step.
• For any new furniture you might require, seek advice from a furniture provider, or if you have already booked furniture, ask them to deliver it to your new address.
• If necessary, place orders for new furniture and office supplies in advance and schedule delivery after you move.
• If necessary, arrange for external storage facilities. With Kingdom International Movers, you can get storage units of various sizes.
• Assign different departments with different colors. Prepare a thorough floor layout and assign colored stickers to each department unit. These steps will make your relocation much easier.

Step 4

Finally Moving To New Office Space

At these steps, you can take a back seat and relax, as when you hire one of the best moving companies in Saudi Arabia, such as Kingdom International Movers, we will take everything forward from here. However, while we take care of the moving errands like packing and shipping, you can take care of the below-mentioned administrative tasks.

• Fast Internet and Wi-Fi connectivity are things without which no office can thrive. Set a date for the installation in your new office.
• Plan the installation of new IT infrastructure.
• Make sure representatives are on hand to ensure that all the colored objects are placed in appropriate areas and that each workstation is in the proper location with its corresponding numbered boxes.
• Set aside money for the moving team’s and internal representatives’ refreshments.
• Plan to turn on the air conditioning if necessary when moving.

Concluding Lines

Moving and managing an office can be difficult, but you can make the task simple and easy by hiring Kingdom International Movers for your upcoming move and by following the above-shared tips.