Office Moving Dos and Don’ts: 11 Common Mistakes to Avoid

Office relocations are great ordeals. With too many things to do, one can get frustrated and dispirited easily. If mistakes happen on top of it, the situation gets even more stressful. That is why it’s important to draw out a detailed plan beforehand. A proper “To Do” list will assist you effectively during the relocation process. 

Office Moving Dos and Don'ts: 11 Common Mistakes to Avoid Each office relocation may be different, so the to-do list also differs. However, the mistakes that can happen during a move are pretty much the same everywhere. Here is a list we have made with 11 common mistakes to steer clear of while moving offices.

First things first:

1. Inadequate Planning

While this may sound vague to some, inadequate planning has to be the first thing to avoid during an office relocation. The extent of planning, however, depends on the scale of your move. Essentially, it includes the following key points:

  • Listing out the items that need to be moved.
  • Arranging for IT infrastructure transfer. 
  • Conducting a thorough inventory of office assets.
  • Communicating relocation plans to employees and stakeholders.
  • Booking the right vehicle to transport. 

Designating a relocation team or coordinator can also help you keep up to date with the plan execution. They oversee every aspect of the move, ensuring a seamless transition to the new office space. 

2. Setting Unrealistic Budgets and Deadlines

Office relocations involve much time and money, which vary from case to case. So, take a good look at your office and set a practical budget for its move. From packing supplies to equipment installation to potential downtime, consider all things that matter and set realistic expectations. 

The same goes for the timeline as well. A wrong estimate can disrupt your business for a longer time than expected, leading to losses. If you need help understanding these aspects better, you can seek your mover’s help. 

3. Skipping Inventory Process

Never overlook inventorying before loading your equipment into the moving trucks. If it happens, it can lead to numerous challenges in tracking and accounting for all items during the move. Three significant outcomes of this:

  • Increase in the risk of damage or loss.
  • Delays in unpacking and re-setup.
  • Discrepancies in asset management. 

If you want to avoid these issues, you should conduct a thorough inventory before beginning the relocation process. Assign this duty to the Relocation Coordinator you have appointed at the beginning. 

4. Moving Unwanted Junk

Every place of business contains unwanted junk to a certain extent. It may be damaged furniture, unwanted records, old stationery, etc. If these are dealt with before the relocation, you’d be carrying fewer items to the new location, saving time and resources. 

While doing the inventory, you can mark the unwanted items with a sticker and arrange for their disposal. As a result, you will require fewer moving trucks and a smaller budget comparatively. So, add “Discard the Clutter” in bold letters to your to-do list. 

5. Lack of Communication

Communication is key in office relocations. Because there are so many things to do and many people involved, any lack of communication can cause serious trouble. Hence, everybody involved with your business — employees and stakeholders— must know the details of your relocation. Some crucial details to inform are:

  • The budget
  • The timeline
  • The new address
  • Potential disruption to business

So, send out emails or text messages about your planned relocation. 

6. Not Involving the IT Department

It is essential to involve your IT department in planning from the get-go. Doing so can make it easy to transfer and reinstall the IT equipment in the new premises. It enhances the ease and productivity of the process. 

If you have a Relocation Team, consider including an IT manager in it to take care of all the technological needs during the move. Let them visit the new office beforehand, so they can understand its layout and other attributes. This will help them do the essential planning for setting up their workstations and equipment.  

7. Not Labelling Boxes Properly

Packing the items into boxes and labelling them is a common step in all relocations. Doing it efficiently will keep you from unnecessary confusion while unpacking. This is particularly true for big offices with a vast number of items. Writing “IT” or “Storage” or “Fragile” haphazardly is not sufficient. Make sure to label each box properly with the following points:

  • Contents
  • Destination room
  • Any special handling instructions (e.g., keep upright or do not stack)

Labelling this way will prevent mishaps during the move and also expedite the unpacking process. 

8. Hiring Movers at the Last Minute

Office relocation is a tough project as it is; don’t make it tougher by seeking movers at the last minute. Even the movers need some time to schedule your move and come prepared. So, it’s best to book reliable Melbourne movers well in advance. At least one to two weeks prior to the moving date is essential. 

If not, you will have fewer options to choose from. Even if you find someone, there is a high chance of them charging more than usual. This may eventually put a financial strain on your move. 

9. Moving without Insurance

It’s a risky endeavour to move without insurance. Large companies often have processes in place to check all these moving essentials. But small offices sometimes forget or overlook insurance, which is crucial in every case. So, once you book a moving service, the first thing you should talk about is the insurance policy.

 With a cost-effective insurance plan, you will have better peace of mind knowing that any damages during the transit are covered. 

10. Not Backing Up Data

Data loss is common during office relocations, but it can have serious consequences. Recovering the lost data is also difficult, sometimes impossible. To keep this risk at bay, it is crucial to backup essential files and documents before the move. It can be anything from intellectual property to client records to financial documents. Anything that is valuable to your business must be backed up. 

11. Rushing the Process

Last but not least, never rush the process. Moving offices is a significant undertaking that demands careful planning, coordination, and execution. Rushing through any of these key areas can end up as costly (and irreversible) errors. So, take your time and do your best with every step of the move. 

Relocating Offices Soon?

The team at Yes Movers is here to help. We can make your move a success with our years of experience and expertise. House or office, we can streamline the whole process with exceptional Melbourne Office Moving services. Get our instant quote for your relocation and make your decision.

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