Start Your Planning Early
It’s never to early to begin planning your office relocation. The time you’ve planned ahead is, essentially, budgeting that is spoken for. Typically planning an office relocation can begin anywhere from 3-8 months before the move, depending on the size of the office. Planning out the steps to a move in accordance to budget and deadlines is a good way to save money with ample time to avoid potential setbacks.
Office relocation can involve a number of obstacles, some apparent and others may be small details specific to the business. Acquiring zoning permits, establishing new telephone lines and building renovations are all regular in moving a business and can sometimes take months. Before concerning yourself with packing the current office, look into your new office to find any changes you’ll want to make or services you’ll need established that could take time. Make a list of all of these changes and contact the professionals as soon as possible. Having renovations and installations complete by moving day streamlines the office relocation process and minimizes disruption to your business.
Assemble A Moving Committee
Gather your office’s department managers or any volunteers who are capable of assisting you in overseeing the office relocation. Use this team to manage the rest of the employees in the packing process while you address the many other details involved in a move. Your moving committee should be capable of following your instructions to oversee the rest of the staff’s progress in packing and offer help to you and the staff when needed.
The first task you’ll want to assign to your committee is to compile lists of everything in their respective departments that needs to be packed/uninstalled/disassembled. Use these lists to compile a comprehensive list of everything that needs to be done to have the office packed. Look at the similarities between each department (filing cabinets, computers, cubicles, etc) and set everything to a schedule. Create deadlines to move the process along smoothly (e.g. ask that all filing cabinets be packed and ready to move within 5 days before the move) and have your committee oversee progress to ensure that your deadlines are met.
On moving day you’ll want your office relocation committee present. If possible give the rest of the staff the day off to reduce foot traffic and ultimately for safety reasons. Your moving committee can help be your eyes and ears at the many doors, stairways and trucks you and your office relocation team will be working with in order to help safely expedite the process. Keep your moving committee informed of the plans in action so they can offer solutions to any obstacles movers may face.
Create an Office Relocation Project Portfolio
When you begin planning your company’s office relocation assemble a portfolio to contain every bit of information related to the move. In this portfolio you should include your inventory and plan of action lists as well as floor plans for the two locations, contacts for every utility service and contractor involved and any other information you will need. Keeping everything together in a single package is a good way to keep the project organized and every document accounted for while the office is being packed. Creating and maintaining checklists (or using ones available online) is a good way to involve your portfolio to the planning process.
Use This As a Chance To Improve the Business
Moving a business is a good opportunity to take a step back and determine what’s working in the business and what isn’t. As you create your plan of action pay attention to everything you’re addressing and look for room to improve. If there is any office equipment that is outdated this is a good chance to have it replaced. Often times office equipment can be sold to other businesses or even back to the provider and a pickup can be arranged at your convenience.
Look into the floor plans of the new office. Find out about the electrical and phone lines and check that they meet your company’s needs. Consult with technicians well in advance and have services performed before moving day. This is also a good opportunity to compare service prices with other providers and potentially save money.
Depending on the distance of the move, office location can also potentially involve hiring or replacing employees. If this is a long distance move consider the possibilities and benefits of offering employees a transfer to the new location.
There are many moving companies that provide full service moving and specialize in office relocation. Look into locally based professional moving companies and gather quotes from at least three before making a decision. Start shopping for movers as soon as you get your plans in motion to guarantee getting your date booked, and possibly at a cheaper price.
A good moving company will have a relocation consultant available to visit your office. A relocation consultant can provide a quote as well as offer their expert advise on planning your move. Beyond comparing price also look into a moving company’s standings with the Better Business Bureau and, if they operate on an interstate level, the Federal Motor Carrier Safety Administration.
When acquiring your quote be sure to inform the moving company of the size of the load as well as every obstacle in their path such as stairways, narrow streets, great distances, and elevators. Also inform them of any furniture that will need to be disassembled and electronics to handle. Full service movers have the equipment and skill to transport and assemble office furniture and electronics. Keep in contact with your account representative in the time leading up to moving day and don’t hesitate to consult with them if you encounter any problems.
On moving day have your committee assist with doorways, elevators, and anything else that could hinder the movers as they work. Distribute copies of the floor plans to everyone and label every room. Have everything labeled in correspondence with its destined room so movers can unload everything directly from the truck to where it belongs. Providing water and a midday lunch to your committee and crew is a nice way to bring everyone together as a team, keep spirits up and ultimately see better results from everyone.
Like us on Facebook
Follow us on Twitter
Join us on Linked In
Watch us on YouTube
Add us on Google+