What is the Process of Office Decommissioning?
Due to a range of factors, companies may decide to move to more pristine pastures. Upgrading the office space, downsizing, or relocating to an urban area with highly skilled workers are a few reasons companies move. Before handing over the keys, the office must be decommissioned.
The office lease contract defines exactly what is expected of the decommissioning process. Noncompliance with the contract terms can potentially result in forfeiture of the deposit or becoming liable for added costs that could quickly spike to thousands of dollars.
Business owners who initially entered into an office lease contract will have become contractually obligated to abide by the decommissioning requirements. The decommissioning clause describes the precise condition of the office space once the company and its employees vacate it.
The decommissioning process is given the moniker “broom cleaning.” While the process can be as simple as a quick cleanup, oftentimes, the office space must be restored to its original condition. This means removing all belongings and performing necessary repairs.
Common decommissioning requirements include removing data and voice cabling, newly installed plumbing, electrical or mechanical installations, and office furniture, fixtures, and equipment. Business signs, e-waste, and trash must be removed. Hazardous waste must be disposed of, and janitorial services must be canceled.
Planning the decommissioning event well in advance of the upcoming office relocation saves company owners time and money and reduces stress. Last-minute snags can be expected during the decommissioning process. Ensure a smooth relocation by evaluating the condition of the current space.
1. Partner with a commercial moving company
Since the decommissioning process is highly complex, business owners will likely require the support of a trusted partner. Large businesses may have to deal with hundreds of workstations and thousands of pieces of equipment. Working with a partner can speed up the relocation process and save money.
Relocating companies are advised to partner with the right commercial moving company or a transition management company. Either can help the business owner navigate a proper exit. Companies attempting a DIY office decommissioning risk “soft cost exposure” or running out of time.
2. Take an inventory of office goods
Early in the process, company owners should assess the value of the office furniture. Unwanted furniture may be liquidated. Working with a moving partner can ensure the liquidation process is completed in an efficient and timely manner—thereby avoiding unnecessary storage costs.
Once an inventory of office items that will be relocated to the new destination has been taken, communicate this information to the relocation partner. An experienced partner will discard the unwanted goods in an environmentally friendly way, ensuring they stay out of the local landfill.
An inventory should further categorize the items. Certain goods will be moved to the new office, while others will be donated or recycled. Office items with value may be sold. Products that can’t be sold may go into green waste or discarded at hazardous waste facilities.
3. Dispose of unwanted office furniture
Businesses strive for a net positive outcome, where the furniture liquidation yields a positive cash return. Donating office furniture to charities or having a third-party company remove them will result in a net zero outcome; this option avoids costs associated with having the business remove the contents.
A net negative result occurs when office furniture with little or no value is discarded or recycled. However, disposing valueless office items may come with a cost, one that a decommissioning expert can help minimize. Of the three options, discarding unwanted office furniture is oftentimes a last resort.
4. Transfer IT equipment
Businesses staffed with IT teams have plenty of in-house support. The IT personnel should disconnect and pack the technology prior to these items being loaded onto the moving truck. In-house IT staff will handle the deinstallation as well as the complete transfer of the technology.
Companies that are not staffed with in-house IT teams can assign the task of transferring the technology to the relocation partner. These professionals will disconnect, pack, move, and reconnect the equipment. They can also sustainably discard e-waste, from old computers to printers and fax machines.
The entire decommissioning process can take up to six months; however, the timeline is influenced by the size of the relocating company. Whether large or small, businesses that plan to move are urged to engage in phased decommissioning to minimize disruptions to employee workflow.
A well-planned decommissioning process will earn back the company’s deposit and avoid extra costs. Partnering with a relocation expert who is experienced in decommissioning offices will also reduce the risk of damage to the property. Relocation experts will offer “broom sweep” services, too.
When you are planning an office relocation, consider the decommissioning services provided by Chicago Office Movers. We are a locally based, experienced commercial mover who will ensure that your office space is returned to its original condition and meets the decommissioning terms of the lease.
The decommissioning process is likely to take some time when a business has made major enhancements to the building or installed new equipment after the lease was signed. Regardless of the renovations, Chicago Office Movers will return your office space to its original condition.
Our licensed, bonded, and insured moving crews remove and dispose of unwanted appliances, properly discard hazardous waste (ex, lead paint and asbestos), remove and recycle furniture, replace light bulbs, recycle e-waste, remove signs, clean the entire facility, and repair damaged drywall.
The reliable movers at Chicago Office Movers will also meet with your landlord to clarify all conditions of the decommissioning. Once our crews have returned the space to a pristine condition, we will conduct a final walk through with the property manager, ensuring the decommissioning terms are met.
Numerous satisfied companies partner with Chicago Office Movers for their relocation needs. We are available to provide professional and efficient office decommissioning services. Our crews are proud to serve Chicagoland businesses.
Call us for expert decommissioning or commercial moving services at 312-244-2246 (CHI-CAGO).