Moving Your Business Internally Within a Building

Relocating your business, even within the same building, can feel like a big task. But the good news is, compared to moving across town or across the country, it’s much simpler. An internal move; where you're just switching floors or moving down the hall—still requires planning and preparation to keep things running smoothly. Even when you're upgrading to a bigger office, adjusting your layout, or rethinking your workspace, moving internally can have a big impact on your team’s efficiency and morale. Here’s how to make it easy, organized, and efficient!

Why Move Internally?

Companies decide to move internally for many reasons. Sometimes, the business is expanding, and you need more space. Other times, you might need a layout that’s more functional or closer to other departments you work with often. Whatever the reason, an internal move can be a great opportunity to refresh the workspace, reorganize, and create a layout that fits your current needs. Some benefits of moving within the building include:

• Minimal disruption: Since you’re staying in the same building, you’re less likely to face major interruptions.
• Reduced costs: You save on expenses like transportation, making an internal move more budget-friendly.
• Flexibility: Internal moves allow for quick changes, whether your company is growing, restructuring, or adapting.

Steps to a Smooth Internal Move

Even though it’s a short move, the key to success is preparation. Here are the essential steps for managing an internal move smoothly and efficiently:

1. Plan Ahead

Start by creating a plan. Even for a small, internal move, it’s best to give yourself a few weeks (or even months) to prepare. In your plan, include:

• Timeline: Set a realistic timeline. When will the move happen? Which departments or teams are moving? Knowing this helps everyone involved prepare mentally and logistically.
• Budget: Even for an internal move, there may be some costs, like moving supplies, staff overtime, or temporary storage. A small budget helps keep track of expenses.
• Responsibilities: Identify who will handle different parts of the move. For example, who will coordinate with the moving company (if needed), handle IT setup, or manage communication?

2. Communicate with Your Team

Communication is key to a smooth move. Inform your employees about the move as soon as possible. Make sure everyone knows:

• When it’s happening: Give clear details about the move’s timing. This way, team members can plan their work around it.
• Why you’re moving: Explain the reason behind the move—whether it’s for more space, better layout, or another reason. When people understand why they’re moving, they’re more likely to get on board.
• What they need to do: Be clear about what employees need to pack or prepare. Knowing ahead of time reduces confusion and keeps things organized.

3. Declutter and Organize

An internal move is a perfect opportunity to declutter. Have each department or team take some time to sort through items, files, or equipment that they no longer need. This can include:

• Outdated files: Shred or recycle old files you don’t need anymore.
• Unused equipment: Donate or dispose of any office equipment that’s outdated or broken.
• Personal belongings: Ask employees to clear out personal items or keep them to a minimum for the move.

Decluttering not only makes the move easier but also creates a fresh start in your new space.

4. Label Everything

Labeling is essential for staying organized. Clearly label boxes, furniture, and equipment to make sure they end up in the right place. Include details such as:

• Department or Team: Label items with the team or department they belong to (e.g., "Marketing" or "Finance").
• Specific Location: Mark each item with the exact location in the new office area (e.g., "3rd Floor, Office 305").
• Contents: List the contents on each box, like "Office Supplies" or "Files," to help employees unpack more efficiently.

This small step can save time during the setup in the new space and reduce the chance of things getting lost or misplaced.

5. Coordinate with IT Early

The technology part of a move is often the trickiest. Contact your IT team early on to handle the setup of computers, phones, and other devices. Make sure they know:

• What needs to be moved: List all the computers, monitors, phones, printers, and other equipment that need to be set up.
• New layout requirements: Provide a map of the new office space so they can arrange cables, outlets, and internet connections accordingly.
• Timeline: Give your IT team enough time to disconnect, move, and reconnect everything without rushing.

A successful tech setup can make all the difference, so let IT have plenty of time to plan and troubleshoot.

6. Arrange for Movers if Necessary

While it may seem excessive for a short move, professional movers can be helpful, especially for large offices or bulky furniture. If you decide to hire movers, consider:

• Professional movers who specialize in office moves: They’ll know how to handle heavy furniture, equipment, and electronics.
• Moving carts: Ask if your building provides carts or dollies for internal moves to make things easier.
• Elevator or building access: Check with building management about any elevator restrictions or reserved times for the move.

Even for a short move, having professionals handle heavy lifting can make the process quicker and safer.

The Move Day: Keep It Simple and Organized

On the day of the move, focus on staying organized and minimizing stress. Here’s a simple checklist for move day:

1. Assign a coordinator: Have someone oversee the move to keep things organized and address any questions.
2. Check equipment and furniture: Confirm that everything is ready to be moved, and that all equipment is disconnected properly.
3. Inspect new space: Do a final check of the new office area to make sure it’s ready, clean, and accessible.
4. Direct movers (if applicable): Ensure movers have a clear plan of where each department’s items should go.

Keep the environment positive and encourage your team to enjoy the process of moving into their new space.

Setting Up the New Space

Once you’ve moved everything into the new area, it’s time to set up. Here are a few tips to make the setup process smoother:

• Unpack essentials first: Start with essential items and equipment that you need for work, like computers, phones, and key office supplies.
• Arrange furniture and desks: Follow the floor plan you established in the planning phase to set up desks, chairs, and other furniture.
• Double-check technology: Confirm that all computers, phones, and equipment are working correctly. If there are any issues, notify IT immediately.

The faster you can set up the basics, the sooner your team can get back to work comfortably.

Celebrate the Move!

After a successful internal move, celebrate the achievement! A small gesture, like a team lunch or treats, can lift spirits and show your appreciation for everyone’s cooperation and effort. This celebration marks the beginning of a fresh start in a new space and can boost morale after the moving process.

Tips for a Stress-Free Internal Move

Here are a few extra tips to make the internal move as smooth as possible:

• Set a packing day: Designate a day for everyone to pack their desks and personal items, so they’re ready for the move.
• Create a floor plan: Use a simple map of the new layout to help everyone know where they’ll be sitting.
• Label office equipment carefully: Printers, copiers, and other shared devices should be labeled and mapped out in the new space for easy setup.
• Allow for adjustment time: It’s normal for employees to take a few days to settle in and adapt to the new layout.

Key Takeaways

Moving your business internally within a building can seem challenging, but with the right preparation, it can be an efficient and positive change. By planning ahead, communicating clearly, and organizing the move step-by-step, you’ll ensure a smooth transition that minimizes downtime and keeps your team engaged. Embrace the new space as a chance to start fresh, declutter, and create a layout that enhances productivity and morale. With these tips, your internal move will feel less like a hassle and more like an exciting new chapter for your business!

Contact us today for your business move at (718) 619-4881 and visit our website for more services.