Office Moving Tips
July 6, 2012
Since 1993, I’ve had the opportunity to meet and do business with thousands of business owners, managers, and dedicated move consultants. What I’ve found is that no matter how comfortable I feel in selling and providing Professional Office Moving Services, the customer is always a bit nervous. I can reassure and comfort all I want – the reality is that this particular function may only occur every 5 to 10 years for most of these individuals and companies, which makes it an “unpracticed” event. Needless to say, there are many times when my responsibilities revolve around move education, lowering of stress, and being a cheerleader. As soon as my customers see the light at the end of the tunnel, they immediately begin to gain confidence in the entire office moving process and see the huge benefits that will come with the new “home” for their business.
Before I’ve even had a potential customer sign on for our services, I often pass along written information that they can review to begin to get a feel for everything that goes in to the Office Relocation Process. Offering intelligent information and “tips” is the building block to a smooth moving experience. The following is by no means the only information available, but it is a compilation of steps that are repeated throughout the country by the thousands of relocating businesses, as suggested by the thousands of professional moving consultants.
Office Moving Tips
Relocating an entire office is an enormous task. Planning ahead can make the process smoother and help get your new office up and running as soon as possible. The following tips can help you develop a schedule that keeps you on track and minimizes downtime before, during and after your move.
Before you move:
- Ask vital questions to assess your current situation, assets and moving needs.
- Meet with your mover and/or move consultant to finalize the move schedule.
- Form a supervisory team to assist in delegation and implementation.
- Finalize floor plan for new office and assign label/placard colors and department numbers to provide to your mover.
- Prepare communication packets for your employees that provide the move schedule and instructions for purging and/or shredding unneeded documents.
- Schedule a move orientation meeting to familiarize your employees with what’s going on and what is expected of them throughout the process.
- Take inventory of all high-value items and note any pre-existing damage. Declare all high-value items to your mover in writing.
- Contact your insurance agent to discuss coverage during your move.
- Meet with your IT department to discuss special needs for moving equipment.
- Schedule an office-wide purge of unnecessary papers and equipment two weeks before the move.
- Assign individuals to be on-site during the move to answer questions and supervise the process.
- Distribute list of contact names and telephone numbers where contacts can be reached on the day of the move.
- Arrange loading dock and elevator reservations as appropriate at the origin and destination locations.
- Make a list of employees who will not be present for the move and assign an individual to pack and label their work area.
During the move:
- Conduct a final prep meeting with the supervisory team, mover or move consultant. Review the move schedule and address any last minute needs.
- Communicate with your employees throughout the week, making sure the packing process is going smoothly and answer any questions.
- Distribute two-way radios and cell phones as appropriate for use during the move.
- Complete a thorough walk-through of your new office space and take inventory of existing damage to walls, doorjambs and flooring.
- Install doorjamb, wall and floor protection at new facility.
- Conduct a thorough and final walk-through of the origin site with your mover to ensure that all items have been moved.
After your move:
- Assess completion of the move at the destination site and rearrange as necessary.
- Take inventory of any items damaged during the move.
- Make a list of items that need to be addressed.
Mike
Mike Lenyk
Corporate Account Manager
Corrigan Moving Systems
toll free: 800-333-0763 ext. 251
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