Office Relocation Tips!
Moving a corporation may actually be more
stressful than moving your home and family.
You may not have control over many aspects
in a corporate move. You must follow a certain
guideline that is provided by the company.
Make sure you give yourself at least 3 months
of preparation. Most people are completely
unfamiliar with how to prepare for a corporate
move. Unfamiliarity can cause much headache
and stress. That is why it is even more
important that you follow the office-moving
guide.
Preparing for the Move
The most important part of moving a corporation
is to plan everything out in advance. Corporations
are usually about making money. So, if the
company is not up and running, but instead
moving, then the company is not making any
money. The major goal in a corporate move
is to be cost-efficient. One of the ways
to obtain this goal is to be time-efficient.
The less time you spend moving, the more
cost-efficient you will be for your company.
In order to save time, make sure you are
very familiar with your new location and
offices. Know exactly how large (take measurements)
the new rooms are. Notice any differences
in shapes of the rooms or new furniture.
You want to make sure your old or new desk,
chairs, filing cabinets, etc. fit inside
your new space. To make sure that everyone
knows his or her new dimensions, a floor
plan should be created before the move.
This plan should include, by floor, location
of employees, furniture, plants, and whatever
else you are bringing to your new location.
Make sure that every employee receives a
copy of this plan and that you post them
on the building on moving day. Being organized
before the move will not only reduce the
stress for the employees, but for the movers
as well.
Correspond with Everyone
Communication is key when it comes to a
corporate move. Make sure that everyone
(employees, landlords, movers, renters,
etc.) is aware of every detail. They need
to know the exact moving plan before the
actual move. The less questions on the day
of moving, the better. The movers need to
be told exactly where each piece of furniture
needs to be placed. If you have many desks
that look the same, but belong to certain
employees, make sure they know that they
need to go in certain places. One way of
helping out the mover is by using colored
labels. All of the furniture that belongs
on one floor can be labeled a certain color
and you can even get more specific. Label
colors and numbers to each employee. Labeling
is a very important tool in moving offices.
Be sure to label all equipment and furniture
that is being moved. The label needs to
be placed in spot that is very easily visible
to the mover. The easier and more understandable
you make the move to the mover, the faster
the move will go. Time means money.
Supervisors: It is your responsibility to
have your staff follow the instructions
in the Office Moving Guide. Be sure employees
in your department or section receive an
Office Moving Guide. Personnel will be functioning
in the new offices on a normal basis immediately
after reporting to work, if the move is
properly preplanned.
Employees: You will be responsible for
your own packing of certain items before
the actual move. Follow the instructions
in the Office Moving Guide. They will be
of assistance to you, not only before the
move, but when you unpack in the new office.
Items Being Moved
Any items inside of bookcases, shelves,
desks, wall units, or cupboards should all
be packed securely in boxes. Filing cabinets
do not need to be emptied. Just make sure
that they are locked or securely fastened
with string or heavy packaging tape.
Personal Items: The mover cannot be responsible
for your personal possessions, such as legal
papers, money, lighters, fountain pens,
pictures, plants, etc. For your own protection,
we suggest you move these items privately.
If you need special containers, ask your
Moving Consultant.
Desks: Pack all contents. This includes
current working papers, letter trays, books
and other desk items. Seal paper clips,
pencils and all other loose materials in
envelopes and then pack them in boxes. Protect
all glass with paper or other stuffing.
Security Files: All files should be locked
prior to moving. If security regulations
require escorts, advise the Moving Consultant
and he/she will make arrangements with the
mover. Security files may then be consolidated.
Supply or Storage Cabinets: Pack all contents
in boxes. Cabinet doors should be locked
or tied.
"Do Not Move": If items are not
to be moved or if equipment and furniture
are to be discarded, be sure to tag them
with "Do Not Move" labels. This
will eliminate any unnecessary expense.
Garbage
Make sure that you throw away as much garbage
as possible before the actual moving day.
It is possible to get permission from the
city to have industrial size dumpsters placed
in front of the building if you have an
excess amount of garbage to throw away.
The more you throw away, the less you have
to pack and haul with you. Make sure that
nothing important gets thrown away.
Access to Floors Above Ground Level
Be sure to examine the building before hand
and be aware of all elevators. Make sure
they are in working order and large enough
to move the furniture. If there are no elevators,
be sure to inform the moving company so
they can come prepared.
Moving Electrical Machines
Before moving any technological machines,
make sure you know what you are doing. Many
machines need to be handled certain ways.
If you are renting any of your equipment,
make sure you notify your rental company
before the day of the move. Disconnect and
dismantle computers properly. Make sure
there is an employee that knows what he/she
is doing when taking apart the equipment.
Remove all fluids from the photocopy machines.
There may be loose parts that can easily
be lost, so make sure that all parts are
securely fastened or put them in a separate
box close by. Remove all items from the
vending machines. Empty water from any water
dispensers. Make sure to take extra notice
to any machines that are dismantled. Items
get lost very easily in a move.
Here's a simple checklist to make
sure nothing gets left behind or overlooked:
- Desk empty?
- Supply cabinets cleared?
- File cabinets cleared?
- File drawers locked?
- Wall items taken down?
- Breakable items properly packed?
- Computers and other machines disconnected?
- "Do Not Move" tags placed?
- Liquids drained from equipment?
- Desk pads and chair pads labeled?
- Have a set of spare keys available.
- Make sure that your Internet connection
is ready to go and that the phones and
fax machines are working. The sooner you
get back to work, the sooner you can continue
working and making money.
- Make sure the electricity works.
- Make sure the bathrooms work.
- Don't forget to throw away (or use
as scratch paper) any old stationary that
has your old address on it and create
new stationary with the new address on
it.
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