Posts Tagged ‘Office Relocation’

How to Save Money on Moving Costs

May 6th, 2010

Many of business’ are looking at ways to save time and money on their relocation projects. Here are a few ideas that may help you in the pursuit of the money saving goal.

The most obvious and most over looked is tossing out junk from that black hole of a storage closet. Think about donating out dated manuals or books to a trade school or local school. Old computer equipment is not to be thrown in the trash but companies are set up for responsibly destroying those assets. A reminder is to destroy the hard drive on old CPU’s before turning them over to be destroyed. Worst case with large items or excess furniture is to have it hauled to the local county disposal facility. Remember this long time mover’s proverb…Chuck It, Don’t Truck.

Another savings is thru King Office Services QuickCube estimating software that helps the mover create a efficient move plan and optimized move crew size. Once your inventory of items to be moved and the building logistics are inputted, QuickCube provides the most efficient crew size saving you paying too much because of someone’s math error. Quickcube takes the guess work from estimating your relocation project providing you the best possible price.

Lastly and very important step is to set up a task list and assign duties to your move team. With some planning upfront certainly can save you once your move crew shows up and they can get right to work. Hold move meetings with your staff to explain what needs to happen to make the move efficient for everyone involved. Creating a office layout helps the movers place the furniture without taking time to ask questions or looking for someone to give direction on placement of furniture. All employees need to be prepared and packed up on move day so the move crew can get right to work saving potential hundreds of dollars not having the move crew waiting.

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Posted in Corporate Facility Relocation, Disposal Services, Packing Services

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Office Moving Advice – CRN offers a tip to companies setting a date to move

April 14th, 2010

By Jim Carey – A Moving Professional at Clancy Moving Systems in New York and member of CRN – the Commercial Relocation Network

Make phone and data lines a priority in your office move planning.  As movers, we often have the “pleasure” of seeing up close the types of factors that cause a customer of ours to have to delay their office move by several days and, sometimes, weeks.  Phone and data lines can take much longer than anticipated.

In today’s business office environment, phone and data lines come in many different varieties and countless providers can provide these utility services.  Having your phone and data lines installed and ready prior to your move into a new office location can be delayed by several causes.  Our point is don’t take for granted that these services will be readily available in the time frame you need them.  They really can cause a delay to your office move.

There are many reasons.  With knowledge of some of the most common ones, we hope you avoid delays to your office move by working proactively with your phone and Internet providers.

First, when moving into an existing office space, try to find out how many phone lines were installed in your space for the previous tenant.  If the previous tenant had 12 phone lines and your company needs 50, you need to make sure the phone company confirms they have the necessary infrastructure in the building to handle your needs.  Phone companies usually build enough infrastructure in buildings to handle overall needs.  But some of the more expensive components of phone service infrastructure are added as they are needed.  Requiring additional phone or data infrastructure can add time to the phone and data line install.

Second, the phone provider your company uses may be a competitive provider.  In other words, they are not the big behemoth phone company like Verizon, SBC or Qwest.   These companies can bring phone or data service to your new location in one of two ways.  The first way is they can utilize the big behemoth phone company’s phone lines to connect your office to their phone switch.  When you notify them of your needs at a new office location and place an order, you can expect at least one month before those phone and data lines are installed.  There is just too much red tape that goes on between the two phone companies and it will take 30 days or longer.

The second way is for your competitive phone and data provider to extend their own network into your new office location.  (always over fiber optic cables)  If the competitive phone company is already in the building, great!  You just avoided a “build-in” process that would have taken 3 months.  We have even seen the process take 6 months in some cases.

Relatively new on the scene to business phone and data services is your local cable company.  They have the right-of-way to get to the curbside of most buildings, but getting in the building is a whole other story.  It takes time to get permission and plan an entrance into a building,  Depending on the owner of the building, your phone and data provider can be delayed for a few weeks or, worse, a few months.  If your employer owns the building, you will obviously have an easier time getting any phone or data lines in the building.

Depending on the size of a move, the responsibilities of the move may be split amongst different departments.  It is common for the IT staff to be involved in larger moves because of these and other complexities associated with phone and data lines.  In such a case, make sure you remember to keep updated on their progress.

As experienced office movers, we often communicate with the IT staff on a variety of subjects,  We take every opportunity to understand how they are doing with preparing the new office space’s phone and data lines.   Remember, even though an IT staff may know a lot about the phone and data needs, moving is not something they do every day and these potential delays are largely beyond their control.

If you are responsible for your company’s upcoming office move, make the smart move and add phone and data line installation to your list.

About Jim Carey – Jim Carey is a moving professional with Clancy Moving Systems, based in the New York and a member of the Commercial Relocation Network.

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Posted in Corporate Facility Relocation

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Office Moving | Do’s and Don’ts of Office Relocation | Part 4

February 25th, 2010

Office Move Planners

The Office Move Itself

Previously in this Office Moving series you learned about the 9 most common Office Move mistakes, addressed the question of whether you are properly prepared to pull off a successful office move and learned how to complete early preparations for an office move.

Now we will address the office move itself with this detailed checklist of tasks you will need to accomplish or delegate. By now you should have selected your Office Moving Company who will be your partner in this step of the process. If you have any questions whatsoever, don’t hesitate to contact your move coordinator for assistance. They’ve been through this process thousands of times and can be a huge help by saving you time, money and worry. Most importantly, starred * tasks on this list can be scheduled directly with your move coordinator.

Don’t move office items you won’t need

• Throw away junk and archive old files*

• Warehouse un-needed equipment and files*

Communicate your moving plans to the following:

• Memos to employees

• Letter to customers

• Letter to bank and accountant

• Letter to insurance agent

• Letters to vendors and suppliers

Prepare for packing your offices

• Determine amount of Kwik-Paks required and deliver – these are faster, easier and more economical to pack and unpack than boxes*

• Determine (if needed) amount of corrugated boxes required and deliver for remaining items*

• Determine packing materials required and deliver for use to cushion items*

• Order and distribute labels and markers. Diggins & ROSE supplies color-coded commercial packing labels with every move so that boxes are easily distributed to the correct area of your new offices*

• Provide clear instructions for packing. Your mover can help you with this*

• Determine whether you would like your mover or your employees to pack filing cabinets, supply cabinets, personal items, etc*

• Determine whether you would like your mover or your employees to will pack common areas (reception, pantry, library, etc.)*

• Make arrangements to have live plants moved. Moving Companies are not able to transport live plants.

• Make arrangements to move framed pictures and any special artwork. Your mover’s in-house crating department can handle this detail*

• Determine whether you would like your mover or your IT Tech to perform all disconnections & reconnections of your computer systems*

Move management prep

• Take complete inventory*

• Document network log-ins, access, print spooling, etc.

• Perform complete backup of network

• Perform complete backup of telephone system

• Document telephone extension, pooling groups, etc.

• Select department coordinators

• Create packing/labeling guidelines*

• Arrange to have PCs packed/moved*

• Determinate who will work on move weekend

• Arrange for packing/moving of copiers*

• Arrange for disassembly/reassembly of modular furniture*

• Arrange to pack/move networking equipment and servers*

• Arrange to prep/move telephone system

• Arrange for elevator access (both sites)

• Schedule parking and unloading at new site

• Obtain any special moving/parking permits

• Determine building restrictions for move hours

• Arrange for protection of floors, walls and elevators*

Clean up/demo old site

• Remove old cabling?

• Arrange for special trash pickup*

• Perform final cleaning*

Update legal agreements:

• Service agreements

• Business Licenses

• Insurance

• Sales & Use certificates

• Equipment leases

• Mandatory HR postings

• Certificate of Insurance*

This is part 4 of a 4-part blog series addressing office moving issues and providing you with the tools and information you need for a flawless office move. Also see:

Part 1: Do’s and Don’ts of Office Relocation: Most Common Office Moving Mistakes,

Part 2: Do’s and Don’ts of Office Relocation: Can you accomplish a successful office move?

Part 3: Do’s and Don’ts of Office Relocation: Office Move Planning Checklist.

Or email diggins & ROSE Moving Systems now for the complete series “Do’s and Don’ts of Office Relocation.

If you are planning an office move in the next 12 months, contact diggins & ROSE immediately for a free consultation and quote. Remember, the earlier you start your planning, the better your chances for a successful, stress-free office moving experience.

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Posted in Corporate Facility Relocation, Uncategorized

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Office Moving | Part 3: Office Move Planning Checklist

February 12th, 2010

Office Relocation Do’s and Don’ts  Part 3: Office Move Planning Checklist

Office Move Planning
This detailed list will help you anticipate the steps involved in a typical office move. Not every step will apply to your situation. Carefully consider each step in the process and determine which of these you need to address or delegate to someone else. You will no doubt quickly realize that planning an office move is a huge and complicated task! Don’t wait until the last minute to get organized.

Office Relocation: Finding a new location
• Geographic area being considered
• Type of building desired
• Square feet needed
• Budget limits
• Determine office sizes & who gets one
• Establish requirements for archiving/warehousing (off site)
• Hire a tenant rep broker
• Select space
• Negotiate lease terms
• Negotiate work letter (TI allowance)
• Sign lease
• Give notice to old landlord

Office Moving: Designing the new location
• Hire an architect/interior designer
• Determine office furnishing needs
• Determine office systems needs

o Telephone system
o Computers and networking
o Copiers/Printers/Fax machines.
o Postage meters, etc.

• Working floor plan drafts

o Provide HVAC requirements for all equipment
o Provide electrical requirements for all equipment
o Decide on cabling outlet configuration (Voice and Data)

Office Moving: Get vendor quotes and hire as early as possible for the following:
• Cabling
• Telephone system (replace it or move it)
• Order new phone/data service (POTS, T-1, ISDN, DSL) Network (upgrade it, back it up, prepare to move it)
• Security system
• Modular furniture (replace it or move it)
• Office Moving Company
• Document destructors
• Janitorial service
• Plant watering service

Office Moving: Manage construction project
• Hire General contractor
• Hire Project manager?
• Hire engineer
• Get drawings approved for permit
• Obtain building permits

Office Relocation: Updating your business location
• Order new stationery and business cards
• Order new signs
• Paint or decal company vehicles
• Change vehicle registrations
• Change website to reflect new address/phone numbers
• Revise advertising
• Revise yellow pages listing
• Notify post office

This is part 3 of a 4-part blog series addressing office moving issues and providing you with the tools and information you need for a flawless office move.
See Part 1, Do’s and Don’ts of Office Relocation: Most Common Office Moving Mistakes and Part 2:Can you accomplish a successful office move?
Watch for Part 4: The Office Move Checklist. Or contact diggins & ROSE Moving Systems now for the complete series “Do’s and Don’ts of Office Relocation. If you are planning an office move in the next 12 months, contact diggins & ROSE immediately for a free consultation and quote. The earlier you start your planning, the better your chances for a successful, stress-free office moving experience.

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Posted in Corporate Facility Relocation, Uncategorized

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Office Moving | Part 2: Can you accomplish a successful office move?

February 4th, 2010

Can you pull off a successful office move? The answer to depends on these factors:
• your experience with prior office moves
• your availability to manage a move and do your regular job
• your organization’s tolerance for potentially costly mistakes

It’s safe to say that a poorly-managed office move could be hazardous to your career. Understanding and planning for the many possible pitfalls well in advance will advance your odds greatly of a successful moving experience.

Office Moving: Documenting the Move Scope
Documenting the move scope is the beginning of an important and multi-dimensional process to reduce the risk to your business. At a minimum, you should include these elements:
• Has the move date been decided?
• Has the destination been chosen?
• Do you know your budget?
• Do you know who is responsible for which elements?
• Have you prepared a move plan?
• Do you have a move timeline established?
• Have you prepared a risk and contingency plan?
• Have you planned for the impact of downtime to your business?
• Have you identified all long-lead items including telecommunications circuits (voice and data)?
• Do you need a forward operating base at the destination prior to the move?

It’s important to document both what you know about the move and what you don’t know. This will be an ongoing process as you learn more about the elements of a successful office move. This is part 2 of a 3-part blog series addressing office moving issues and providing you with the tools and information you need for a flawless office move.

  • See Part 1, Do’s and Don’ts of Office Relocation: Most Common Office Moving Mistakes
  • Watch for Parts 3 and 4: Office Move Planning Checklist (Part 3) and The Office Move Checklist (Part 4).

Or email diggins & ROSE Moving Systems now for the complete series “Do’s and Don’ts of Office Relocation. If you are planning an office move in the next 12 months, contact diggins & ROSE immediately for a free consultation and quote. The earlier you start your planning, the better your chances for a successful, stress-free office moving experience.

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Office Moving: Do’s and Don’ts of Office Relocation Part 1: Most Common Office Moving Mistakes

January 29th, 2010

Will your office move go smoothly, or be an absolute nightmare? It depends. The most common mistakes made by office move managers are not caused by taking the wrong actions, they are the result of being blind-sided by issues you never knew to expect. Moving your business is not like moving your home, although many have made this mistake

9 Most Common Office Moving Mistakes

  1. Incomplete checklist of issues to address
  2. Underestimating the time required by each task in the checklist
  3. Running out of money because of inadequate budgeting
  4. Running out of time by failing to delegate or ask for help
  5. Trying to do too much in-house to save money
  6. Hiring vendors too quickly or for low-price only
  7. Poor vendor performance caused by failure to identify the specific Scope of Work needed for each task
  8. Losing control by letting vendors manage the project for you
  9. Disastrous moving day coordination caused by lack of communication

In the remainder of this 4 part blog series we will address these office moving issues and provide you with the tools and information you need for a flawless office move.

Do’s and Don’ts of Office Relocation Part 2: Can you accomplish a successful office move?

Do’s and Don’ts of Office Relocation Part 3: Office Move Planning Checklist

Do’s and Don’ts of Office Relocation Part 4: The Office Move Checklist

Watch for these new blog posts or email diggins & ROSE Moving Systems for the complete series “Do’s and Don’ts of Office Relocation now. If you are planning an office move in the next 12 months, contact diggins & ROSE immediately for a free consultation and quote. The earlier you start your planning, the better your chances of a successful, stress-free office moving experience.

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