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Moving News & Tips

The Ultimate Moving Guide Checklist for Your Business Office in New Orleans and Mandeville

by Atmosphere Movers

July 29, 2023

So, you're making a move! Whether you are preparing to put down roots in a new community or simply upgrading your living arrangements, moving can be just a bit overwhelming.

Relocating your business office can seem like a monumental task. But with proper planning, organization, and the right moving company, it can be a smooth process. 

Whether moving your office within Mandeville or New Orleans or to a neighboring community, our guide has you covered. From the earliest stages of the move to settling in your new space, here is a comprehensive checklist to get you through the entire process!

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Business Moving in Southern Louisiana

6 Months Before the Move

Relocating a business office is a significant task requiring careful planning. Starting the process about six months ahead gives you plenty of time to ensure everything is in order. Here’s a more detailed look at the checklist for this period:

  • Establish Your Moving Budget:
      • Analyze your current expenses and determine how much you’re willing to invest in the move.
      • Consider potential costs such as hiring a professional moving company, buying new office equipment or furniture, updating business collateral (like business cards and brochures) with the new address, and additional expenses related to your new location, such as increased rent or utilities.
  • Notify Important Parties:
      • Prepare a list of all stakeholders who should be informed about your move. A list might include your bank, insurance providers, suppliers, clients, and employees.
      • Consider the best way to communicate with each group. While a formal letter might suit banks and insurance providers, an email or in-person meeting might be better for employees and clients.
  • Create a Move Committee:
      • Assign a group of employees responsible for managing and coordinating the move. The size and structure of the committee will depend on your business’s size and complexity.
      • The committee can be divided into teams responsible for tasks such as inventory management, communications, and liaising with the moving company. This way, everyone knows their roles and responsibilities, making the move more likely to go smoothly.
  • Find a Reliable Moving Company:
  • Research potential moving companies with experience in commercial moves. Look for reviews and testimonials to assess their reliability and professionalism.
  • Get several quotes and compare the services offered by each company. Remember, the cheapest option might not always be the best. Look for value for money and a company understanding your specific needs.
  • Once you’ve chosen a company, book them in advance to secure your preferred moving date.
Efficient and trained Metairie Moving team member uses special transparent wrapping material

3 Months Before the Move

As your moving day gets closer, tasks become more specific, and focus on preparing your business for the transition. Here’s a detailed breakdown of your checklist three months before your move:

  • Inventory and Declutter:
      • Conduct a thorough inventory of all office items. An inventory list should include furniture, equipment, documents, and other office items.
      • Decide what will move to the new location. No longer needed or used items should be sold, recycled, or donated to reduce clutter and moving costs.
      • Ensure you properly dispose of or shred sensitive documents not moving with you.
  • Design the New Space:
      • Start envisioning the layout of your new office. Where will desks, printers, and other equipment go? Where will shared spaces like the break room or conference room be located?
      • A well-planned layout can boost productivity and morale, so consider elements like natural light, flow of movement, and accessibility.
      • Share the plan with your moving company to help them understand where to place items on moving day.
  • Update Business Information:
      • Begin the process of updating your new address on your website, business cards, and social media platforms.
      • Update any directories or associations where your business is listed.
  • Arrange for Services and Utilities:
    • Contact utility companies (like electricity, water, and internet providers) to schedule service cutoffs at your current office and setups at your new location.
    • If you use a cleaning service or have regular deliveries, update them with your new address and moving date.
    • Don’t forget any security systems or services requiring transfer to your new location.
Using a special stacking and organization scheme, we store every package into the loading truck to minimize breakage and maximize space use during a New Orleans move

1 Month Before the Move

As moving day nears, the preparation becomes more intensive. The tasks during this time ensure everything is in order and ready for the move. Here’s a detailed breakdown of your checklist one month before your move:

  • Pack Non-Essentials:
      • Start packing items considered nonessential for day-to-day operations. These include seasonal decorations, archived files, spare office supplies, or rarely-used equipment.
      • Label all boxes clearly with their contents and intended location in the new office. Labeling will make unpacking easier and more efficient.
  • Notify Clients and Customers:
      • Send out a formal notification about your upcoming move to clients and customers. This could be through an email, newsletter, or announcement on your website or social media channels.
      • Be sure to emphasize any benefits the move will bring them, like improved facilities or services, to maintain positive relationships.
  • Finalize Move Schedule:
      • Confirm the moving date and schedule with your chosen moving company. Be clear about the expected packing, loading, transportation, and unloading timeline.
      • Also, clarify who will be the main point of contact on the moving day and provide them with all necessary contact information.
  • Prepare Employees:
    • Assign packing tasks to employees, such as packing up their personal workspace. Provide them with packing materials and labels.
    • Discuss expectations for moving day. Will they help with packing or unpacking? Or will they work from home while the move takes place? Be clear so everyone knows what to expect.
    • Consider hosting a short meeting or sending an email with important information about the move, such as key dates and any changes in commuting or parking at the new office.

 

Moving Week

Preparing and packing will likely kick into high gear as you approach the final week. The final week is the home stretch, where the last arrangements are made, and the move becomes a reality. Here’s a more detailed look at the tasks to be done during this period:

  • Pack Essentials:
      • Begin packing items used daily. These might include computers, printers, files, and personal items from desks.
      • Ensure employees have packed their personal workspace. Remind them to label their boxes with their name and the new location in the office.
  • Label Boxes:
      • Ensure all boxes are labeled with their contents and intended location in the new office.
      • Consider a color-coding or numbering system for more efficient unpacking. For example, all boxes with blue labels might go to the marketing department, or Box 1 might be the first one to be unpacked.
  • Confirm Move Details:
      • Double-check all details with your moving company. Make sure they have the correct date, time, and location.
      • Discuss their route to the new office and confirm where they can park the moving truck.
      • Confirm who will be on-site to supervise the move at both locations.
  • Final Packing:
      • Pack any remaining items like kitchen appliances and bathroom supplies the day before the move.
      • Ensure all equipment is properly shut down, disconnected, and ready to be moved.
  • Oversee the Move:
      • On moving day, have members of your moving committee on-site at both locations. They can direct movers and answer any questions.
      • Having a floor plan or office layout on hand is also helpful to help guide the movers at the new location.
  • Document the Process:
      • Take pictures or videos of both locations to document the condition of your items and the office spaces.
      • Use this documentation to manage your inventory, set up at the new location, or handle any disputes about the property’s or items’ condition.
  • Celebrate the Move:
    • Once the move is complete, take time to celebrate! Celebrate with your team and recognize everyone’s hard work in making the move happen. Celebrating will help build morale and pave the way for a successful transition into your new workspace.
New Orleans moving job officially begins as the team unloads the moving equipment from the truck

Why Hire a Moving Company for Your Office Move?

Relocating a business office is a considerable undertaking. From packing up your equipment to setting up at your new location, there are countless tasks to manage. Choosing a trusted, professional moving company is one of the best ways to ensure a smooth and stress-free move. Here are some of the benefits of doing so:

Experience: Trusted moving companies bring a wealth of experience to your move. They’ve seen it all – and know how to handle every type of item, from delicate electronics to bulky furniture. They can manage the logistics and navigate any challenges, providing a smooth and efficient move.

Time-Saving: Packing up an office and moving can be time-consuming. Professional movers have the skills and equipment to get the job done quickly, allowing you to focus on running your business.

Reliability: Unlike casual help, a professional moving company is contractually obliged to perform. You can count on them to show up and deliver as promised, providing peace of mind.

Efficiency: A moving company understands the need to minimize downtime during a business move. They can strategize the most efficient way to pack, load, transport, and unpack your items to get your new office up and running swiftly.

Safety: Moving companies are trained in best practices for handling heavy and delicate items. This expertise reduces the risk of accidents or damage to your items.

Insurance: Reputable moving companies offer insurance options. If anything is damaged or lost during the move, you’re covered.

Ready to Make the Move? Contact Atmosphere Movers!

With a checklist for your office relocation in hand, it’s time to implement your plan. And the best way to ensure a smooth, stress-free move is to team up with a professional and reliable moving company like Atmosphere Movers.

Are you ready to begin your office relocation journey? Contact Atmosphere Movers today to get a quote and to learn more about our services. Let us handle the logistics of your move so you can focus on what you do best – running your business.

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