Strategic planning for an office or corporate move can make the difference between a costly relocation for downtime and a smooth transition with few lost hours of work.
If you are planning to move your office or relocate your business, the following tips can help you move in at the planned time and within the established budget.
- PLAN WITH 6 MONTHS TO 1 YEAR OF ANTICIPATION
Plan the move of offices as soon as possible. Business relocations are often planned six months in advance, and large office moves can require up to a year of planning.
- HIRE COMPANIES WITH EXPERIENCE
Hire a moving company that has extensive experience in commercial removals, as well as the resources and labor needed for an efficient office movement. A company with experience in home removals is not the same.
- CONTRACT WITH INSURANCE INCLUDED
Make sure that the moving company you hire has insurance and ask for a copy to be sent to you by fax. Especially, if you are moving several offices.
- PROGRAM WITH THE MANAGERS OF THE BUILDINGS
Program the move with the person in charge of the building you are leaving and the one you are entering.
Most likely, the move must take place outside normal business hours, since most buildings will not allow moving during office hours. The best time for a transfer to the office is usually during the weekend.
- CONSULT BUILDING REQUIREMENTS
Consult with building managers about any other requirements that you must meet (each office building is unique).
The building may limit the amount of time to park in the cargo area, require that the floors be covered or protected and that the elevators be reserved in advance.
- KEEP EMPLOYEES INFORMED ACCORDING TO THE LAW
Talk to your employees about the move as soon as possible during the planning stage and keep them informed. Verify with labor law regarding the amount of time a company must notify its employees.
- MANAGE PRINTED ADDRESS CHANGES
Determines which printed materials, such as business cards, envelopes and forms, will require address changes. Plan ahead so as not to load too much material on your printing press that after the move is unusable.
- ANNOUNCING THE MOVE
Create announcements about the move. Send them by mail to your customers and suppliers so they do not take the surprise at the last moment.
- COORDINATE THE EQUIPMENT AND PLANS
Unless you hire a full-service office removal company, hiring a removal coordinator can save you a lot of headaches. This person can coordinate with the moving team, the furniture delivery, the IT installation team, etc.
The best moving companies have these professionals. If you do not have this option to handle the details, at least create a sketch of the floor plan in the destination so that those in the move know where to place the furniture.
- MANAGE PACKAGING CAPABILITY
The week before moving you may need help with packaging, so be sure to check with your moving company in advance if they have staff available on that date.
- MAKE INVENTORY
Let the head of each department make an inventory of all the items that will move in your department.
- MAKE SURE THE DESTINATION IS READY
Before moving, go through the new space with the building manager to make sure you are ready for business (no broken bulbs, leaks, current outlets, etc.).
- FIND OUT ABOUT HEATING OR REFRIGERATION
Find out if the cooling or heating will be on during the move, since some buildings turn off these services by the weekends by default, unless they are told they need them.
- TRANSFER OF PLANTS
Most of the moving companies will not be responsible for moving the plants, so you must assign someone to take charge of moving them.
- GIVE EMPLOYEES TIME TO PACK OBJECTS
Give employees a little time on the Friday before the shipment to pack their desk items and any other material that has not been packed for that time. Ask them to take away all their personal possessions.
Ideally, together with the coordinators, it should be planned that the particular work objects of each employee be labeled so that once they are on the spot they are in the corresponding place.
- MANAGERS OF ORIGIN AND DESTINATION
It is advisable to have at least two managers present throughout the movement, one at the origin and another at the destination. However, only those managers must be present during the move.
If there are more employees present, they will stand in the way of the moving personnel and slow down the process.
- INTERNET CABLES AND IT DATA
Make sure that all data cables are installed and tested before the IT equipment arrives to configure the network and other equipment. Check with your moving company or removal manager if you need help with disconnecting IT and reconnecting services.
- FIRST IT EQUIPMENT
If you are moving the existing IT equipment, make sure it is downloaded first so that the technical staff can get to work immediately to configure the network, phones, etc.
- DELICATE OBJECTS AND ARTWORKS
If you have many works of art, academic credentials, etc., find a professional “picture hanger” in your area and program to come by the office one or two weeks after the move.
This will take a lot of stress out of management so that there are fewer holes in the wall (due to errors) and so that everything in the office is hung in the right way, with the right lighting.
- RELEASE OF CORRESPONDENCE
Leave instructions in the building from which you leave to re-send all correspondence. In some cases, you can also notify your local post office
Big T Moving & delivery can advise you and help you with your Office Moving. We have worked with large companies with great complexities. Thanks to these experiences we can manage corporate moves without errors, in a short time and with great cost savings.