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There is no way around it: moving office is stressful. First move or fifth, there is real pressure to get it right, so the new space is ready the day everyone walks in.
We have been through our own move at Kitt, and the thing that made it stressful was the emotional weight of a place you spend most of your waking hours in. You want every detail right, from the welcome area to the desk layout, and however calm you stay, a few curveballs always arrive. Here are nine tips to make the physical move less painful. For the planning that comes before it, read our guide to the things to consider before an office move.
Appoint specialist commercial movers, not domestic, and check insurance levels, they vary. Use reviews to confirm they know office-specific work like workstation set-up, and make sure your quote spells out any penalties for late delivery. Delays happen.
With so many hands involved, it is easy for valuable hardware to end up with the wrong people. Get PCs, monitors, and technical kit into the movers' hands early. They know how to protect it in transit, and their insurance covers it.
Set a clear packing deadline so anyone on leave packs ahead. Ask for crates a few days early, so the team can box up non-essentials in good time. Moving somewhere with less storage? Ask everyone to be decisive in the clear-out. If it is not essential, it probably does not need to come.
Labels are a lifesaver. Cover crates and boxes, monitors that belong to specific people, furniture (colour or number-coded to a floorplan, with physical copies for the movers), and AV (bundle screens, remotes, hardware, and cables together). In a larger space, tag each item with a name, team, floor, or area.
Do not pay to throw good furniture away. Several organisations partner with charity networks and will collect and redistribute at no cost, so you know it is going somewhere useful.
Give suppliers plenty of notice, then send a friendly reminder a week out. Ask each team lead to run through their own suppliers. Everything from post to coffee should arrive at the new space from day one.
This helps movers place the right hardware, and gives the team an easy way to find their seats on day one.
A team breakfast on moving morning celebrates the new chapter, and doubles as a gentle diversion if you need a few last-minute tweaks or the Wi-Fi to come good. For a larger team, hand this to one of your move champions as a project.
Choose a few people to troubleshoot the first few days, run tours, and ease the natural bumps of settling in. Your move will have its wrinkles, you will forget something, and no seating plan pleases everyone, but the day-one buzz makes it worth it.
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