Planning an office move can seem like a daunting task for most. For most it is their first time to plan a move and their job is dependent upon their performance. Therefore planning and execution is at a premium. In this blog I will try to highlight people to notify, things to arrange, what to prepare for and your responsibilities.
NOTIFY
I recommend that 90 days prior to moving that you create custom moving announcements for distribution to clients, employees and vendors. The announcement should contain the new address and move date, and should be sent with all company email, invoices, sales material and vendor payments. Check with current and future landlord to confirm moving dates. Make sure you secure exclusive use of elevators needed. Obtain copies of moving policies and certificate of insurance requirements. Notify all customers and suppliers in writing two weeks prior to moving, including the post office using the standard post office form.
ARRANGE
You will need to make changes to all preprinted documents that have your current address including letterhead, envelopes, invoices, statements and business cards. I suggest that you begin this process about two months in advance. Contact companies that service office equipment like copy machines, computer systems, phones, coffee and vending machines. Typically companies have service or maintenance agreements for these items and you will need to arrange disconnect, transportation and reconnect at your new office. Subscriptions to newspapers, magazines, trade journals and other publications need to be transferred to your new address. Review inventory and all orders in process to ensure correct routing.
PREPARE
It is recommended that you create a move transition team and establish regular team meetings. The team should represent at least one person from each major department including and IT. Create floor plans of all departments and private offices at destination. Assign each destination room a temporary moving number and instruct staff to tag all items moving to the related room. At destination hang a sheet of paper with the corresponding signage indicating to the movers which room to place the furniture. Hang furniture layout guides next to room number signage at destination indicating placement of furniture, electrical and data outlets. Computer networks need to be taken down and set up at destination, including new cable installation, testing, design and maintenance.
RESPOSIBILITIES
As your company move coordinator it will be your responsibility to make sure each employee has a move packet. The packet should include labels, move instructions, pc bags, monitor covers, parking assignments, keys or electronic access badges and seating layout of new office. Often coordinators will also supply information about the new office location including restaurants, parks and commuting suggestions. During the move you will need to plan to have a company representative at both origin and destination. It is helpful to have on coordinator in charge of the entire move. This expedites the communication process and makes the move easier for everyone. Moving day you will be responsible for packing desk of absent employees.
Kevin Crofoot
KCS Office Moving
www.kcsofficemoving.com