Strategic planning for an office or corporate move can make the difference between costly downtime relocation and a smooth transition with few hours lost from work. If you are planning to move your office or relocate your business, the following tips can help you get the move done on time and on budget.
- Plan 6 months to 1 year before the relocation
Plan to move offices as soon as possible. Business relocations are often planned six months in advance, and large office removals may require up to a year of planning.
- Hire companies with experience
Hire a removal company that has extensive experience in commercial removals, as well as the resources and manpower required for an efficient office move. A company with experience in home moves is not the same.
Office removals need special skills. Check out our services here at Commercial Relocation and make sure you are able to move to your new office properly.
- Contract with insurance included
Make sure the moving company you hire has insurance and ask that a copy be faxed to you. Especially if you are moving multiple offices.
- Program with builders in charge
Schedule the move with the manager of the building you are leaving and entering.
Most likely, the move will need to be done outside of normal business hours, as most buildings will not allow moves during office hours. The best time for an office transfer is usually on the weekend.
- Double check the building requirements
Consult with building managers about any other requirements you must meet (each office building is unique). The building may limit the amount of time to park in the cargo area, require that floors be covered or protected, and that elevators be reserved in advance.
- Keep employees informed according to law
Talk to your employees about the move as soon as possible during the planning stage and keep them informed. Check with labor law regarding the amount of time a company must notify its employees.
- Manage printed address changes
Determine which printed materials, such as business cards, envelopes, and forms, will require address changes. Plan ahead so that you don’t order too much material from your printing press that will make it useless after the move.
- Announce the move
Create announcements about the move. Send them by email to your customers and suppliers so that they do not take surprise at the last minute.
- Coordinate the teams and plans
Unless you hire a full service, office moving company, hiring a removal coordinator can save you a lot of headaches. This person can coordinate with the moving team, furniture delivery, IT installation team etc.
The best moving companies have these professionals. If you don’t have this option to handle the details, at least create a sketch of the floor plan at the destination so those on the move know where to put the furniture.
- Manage packaging capacity
The week before the move, you may need help with packing, so be sure to check with your moving company ahead of time if they have staff available by then.
- Make inventory
Let the head of each department take an inventory of all the items that will move in your department.
- Make sure the destination is ready
Before the move, go through the new space with the building manager to make sure it’s ready for business (no broken light bulbs, leaks, electrical outlets, etc.).
- Find out about heating or refrigeration
Find out if cooling or heating will be on during the move, as some buildings turn these services off by default on weekends, unless they are told you need them.
- Transfer of plants
Most removal companies will not be responsible for moving the plants, so you will need to assign someone to be in charge of moving them.
- Give employees time to pack objects
Give employees a little time the Friday before the transfer to pack their stationery and any other materials that have not been packed by then. Ask them to take all of their personal possessions.
Ideally, together with the coordinator, it should be planned that the individual work objects of each employee are labeled so that once at the destination they are in the right place.
- Managers of origin and destination
It is advisable to have at least two managers present throughout the movement, one at origin and one at destination. However, only those managers must be present during the move.
If more employees are present, they will get in the way of the moving staff and slow down the process.
- Internet cables and IT data
Make sure all data cables are installed and tested before IT equipment arrives to set up the network and other equipment. Check with your moving company or moving manager if they need help with disconnecting IT and reconnecting services.
- IT team first
If you’re moving existing IT equipment, make sure it’s downloaded first so technical staff can immediately get to work setting up the network, phones, etc.
- Delicate objects and works of art
If you have a lot of artwork, academic credentials, etc., find a professional “picture hanger” in your area and schedule them to stop by the office a week or two after the move.
This will take a lot of stress off of management so there are fewer holes in the wall (due to mistakes) and so that everything in the office is hung in the correct way, with adequate lighting.
- Correspondence forwarding
Leave instructions in the building you are leaving to have all correspondence re-sent to you. In some cases, you can also notify your local post office.
Here at Commercial Relocations, our team is available 24/7 to provide the professional and personal assistance you need throughout the moving process. We make it easy for you, no matter if you own a large company or a small business. We can provide crates and other packing materials as well as solid advice on how to efficiently prepare for your move.