What Steps Should I Take to Minimise Downtime During an Office Move?

Office relocations in Brisbane can be disruptive to your operations, but if you properly plan and utilise a professional office mover, you can keep the downtime to a minimum. At Northside Removals, we assist businesses in relocating without losing their productivity. Here are the steps you should consider to facilitate an efficient, smooth office relocation. 

Pre-Move Planning

• Perform a detailed inventory

Inventory furniture, equipment, files, electronic equipment, and heavy items. Identify what you can safely pack in advance and what will require special attention (such as large server racks, heavy safes). 

• Assign a move coordinator

Agree on one role to coordinate all phases of the move. This person would liaise with the removal team, manage the internal team, and ensure all the target dates are met.

• Set realistic timelines

Identify the date to pack, disassemble large items to relocate, relocation day, and reassemble. Include additional time for possible delays, permits, and technical disruptions.

Choosing the Heavy Item Removalist

• Make sure the removalist has experience in commercial or office relocations in Brisbane. 
• Find out if they have adequate equipment for heavy item removal to ensure the safe and efficient movement of furniture and bulky equipment.
• Check they can offer removal services outside of regular working hours if this is a requirement, to limit disruption to your business. 

Packing, Disassembly & Labelling

• Pack early & in phases

Prioritise packing non-essential items first (e.g., decorations, kitchen items, furniture that does not get much use). Leave essential files and equipment till the very end. 

• Disassemble bulky furniture

Separate desks, partitions, and shelving where possible. Heavy items will move quickly when the large items are modular. 

• Label everything clearly

Use colour-coordinated labels or numbered boxes, which align with a set of room names or departments. Consider detailing the orientation or placement of parts in labelled boxes or bags to assist when reassembling. 

Scheduling & Communication

• Notify all team members about the timeline well ahead of time.
• Establish alternative working arrangements for remote employees or staff working at satellite sites, as best you can, for employees with stations/departments being relocated.
• Work with IT service providers to coordinate a safe shutdown, backup, and reinstallation of mobile technology that will preserve data and allow for tools to be available soon after reinstallation.

On Moving Day

• Conduct a final walkthrough of the area before movers arrive to confirm that the areas being moved were packed and labelled for the movers.
• Removal teams should arrive with established protocols for lifting/loading unpacking heavy items, routes to avoid, and safety procedures.
• Supervisors should monitor the packing/loading/transporting/unpacking to resolve any issues that arise during the route or at the new location.

Post-Move Setup

• Reassemble furniture and workstations quickly

Work in high-use areas first (reception, customer service, IT) to restore business-critical operations.

• Test Equipment & System

Test internal/external servers, phones, internet, and printers. Report items that are damaged or parts that are missing to the manager immediately, as the business may need to act quickly to replace any items, especially.

• Conduct a debrief

Ask team members for feedback regarding what went well and what didn’t go well. Document any lessons learned to improve future office moves.

Same Timeline

Conclusion

Northside Removals is aware that every hour counts when you are moving your office. With more than 35+ years of experience co-ordinating office relocation throughout the greater Brisbane area, we approach every office relocation with expertise and care. We ensure that knowledge of the expertise of heavy item removalists, clear and concise communication and guaranteed timelines are built into every project we manage. So when you are using Northside Removals, you are using professionalism, care and assurance that your business will be back up and running in no time.