How to Prevent Accidents When Moving Offices

Has your business grown, team expanded or downsized, or maybe you’re looking for a change of location? These are a few triggering factors it might be time to look for a new office space. Moving to a new office can be an exciting adventure. Employees have the chance to settle into a new space, enjoy a different view and start fresh. Leaders can decorate the space to reflect their brand standards, make people feel welcome and offer amenities that make going to work special. However, the big move itself can be daunting and stressful. It’s important to follow a few key safety tips before, during and after the move to prevent accidents, including property damage and personal injury.

Have a moving plan – and stick to it

Moving is not always a quick and easy endeavor. To alleviate stress across the organization, it’s a smart idea to begin communicating, organizing and packing far enough in advance to prevent the last-minute rush. Experts suggest starting the entire process at least six months in advance, making lists and following necessary steps and procedures each week. Provide employees with clear instructions often so they know what to expect, how they should cooperate and how they can help make the move as trouble-free as possible.

Hire professional movers

As with anything, don’t carry more than you can handle. There’s no shame in relying on the pros to get the job done right. Professional movers are well-trained to lift heavy objects, handle fragile items and set up space to the resident’s liking. They have the proper techniques and equipment needed to transport things from point A to point B, including wheeled dollies, boxes, packing material, large trucks and other necessary devices and tools. Leaving it up to the movers is a much safer option than having employees attempt to move bulky items on their own, which can result in loss, breakage or worse, injury. When you find a moving company in your area, read the fine print and be sure to fully understand and agree to their insurance policies in case of loss or damages.

Appoint a trustworthy “moving manager”

It’s a good idea to designate a responsible, organized staff member, or assemble a small team, to help facilitate the moving process and make sure everything is progressing smoothly. They should act as the main contact for the commercial real estate agent, the moving company, the new building manager and other stakeholders. Since moving offices between commercial real estate is a bit different than moving homes, it’s best if this person has some experience with the former.

Allow employees to work remotely during the move

Assembling and arranging new furniture can be noisy. Hanging TVs and art can be a hassle. Implementing new wiring in the walls and setting up cable and internet take effort. Cleaning products may contain allergens. If possible, allow your staff to work from home while everything is being set up in the new office. This will not only eliminate the risk of injury or damage, but also let them fully focus with peace and quiet as things settle in. Then, they can unpack their personal belongings upon returning so they can set up their office or workspace as they like. Plus, having “too many cooks in the kitchen” during a move can be distracting and cumbersome. Employees will enter the new office without having to see any of the dust, debris or behind-the-scenes setup, which makes the big reveal even more exciting.

As with any move, the key is to plan far ahead in advance and leverage the appropriate resources to ensure things run smoothly. Encouraging a safety culture in the workplace helps companies mitigate risks and creates a healthier environment for all. Remember: time management and safety are of the utmost importance.

Talk with your insurance agent to update your insurance policy with your new office location and review any necessary changes to reflect your new place.

Contact your Rural Mutual agent to determine the best insurance options for your office needs.

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