Moving Offices? Here is Our Smooth Move Checklist
Regardless of whether you’re moving a small office or an entire building in a city like Calgary, Alberta pre-planning is the secret to a smooth move. The main reason for this step is to minimize disruption to the company’s business operations. When your machines aren’t running, your phone line’s down or your store’s closed – your company won’t be producing products or servicing customers.
Even though, this isn’t an ideal situation, it’s one that can’t be totally avoided when you’re moving business locations. To reduce the impact a move will make on your clients, employees and bottom line, pre-plan your move carefully. Follow this simple office moving checklist to move buildings as efficiently as possible:
1. Assign an Internal Person as Move Coordinator
Choose an organized and detail-oriented individual who can be the main liaison between the mover and your company. This ensures a comprehensive move plan is created in the form of a “statement of work”, outlined in the contract to both parties. This keeps things moving to schedule and on budget.
2. Choose a Professional Moving Company
It’s important to get your business back up and running as soon as you can. That’s why choosing a moving company with extensive expertise in moving offices is preferable. Look to hire a moving company that has its own office moving division like our Calgary branch. Companies like Premiere Van Lines Calgary has the right equipment, resources and most importantly, the trained personnel who can handle commercial office moves efficiently.
3. Draw Up Detailed Floor Plans
Moving into new office space (whether larger or smaller than the old space) will require decisions be made over where each employee will be situated. Your internal move coordinator should work with your moving company to draw up detailed floor plans. If you’ll be using existing office furniture, it’ll be necessary for cubicles to be disassembled and reassembled. Having a professional office mover is important here, as they have factory trained installation specialists who can handle various office moving systems. You should also obtain blueprints of your new building if your space is being built. This way you can ensure adequate electrical outlets for employee computers and equipment.
4. Establish Scheduling
Moving outside normal business hours is preferable, but depending on your specific business this may not always be possible. Your internal move coordinator should work with the moving company to develop a schedule for packing, loading the truck, delivery to the new location, set up of work stations etc. For most offices, the move will likely take place over a weekend.
5. Arrange Third Party Services
Another important task is contacting telecommunication companies, utilities, computer installations and other service providers to coordinate the disconnection and reconnection of key services. This area may also require some of your IT personnel be onsite as the move is happening
6. Communicate With Employees
Throughout the planning process keep your employees in the loop at appropriate stages. They should be told about the upcoming move as early possible, especially if it’s quite a distance from the original location. A move from downtown to the suburbs may negatively impact some employees from a commute or child care facilities, so they’ll need time to make other arrangements. Once floor plans have been finalized it’s a good idea to have departmental managers show employees how their areas will be set up.
7. Organize Office-Wide Purging
Encourage your employees to use the upcoming move as an opportunity to purge files and dispose of outdated materials. Arrange for extra shredding boxes or more frequent pickups of materials for shredding to make it more convenient for employees. Have your facility manager set up areas for disposal of items that cannot be shredded. Consider having employees come in on a weekend to have a “purge” day”. Make sure you either pay them for coming in or offer a paid day off at a later date. Make it a fun day by having pizza delivered.
8. Organize Packing
Your moving company will generally use plastic bins for most of the items that require packing (including paper files). Most companies will only ask employees to pack their personal belongings, but some may ask them to assist with the packing of files. Bins will be delivered to various departments along with colour-coded labels, so that movers can deliver them to the right location.
Send out advance notices to customers, suppliers and other key individuals and companies about the upcoming move with updated contact information. Add this same information to the company website and other communication vehicles. Include information about the new address in invoices and correspondence. Advise post office.
Some personnel may need to be on site or available while the move is in process. Make sure they’re aware of their responsibilities and that proper contact information has been provided to the moving company.