A commercial move that is well planned can mean the difference between a stressful relocation and costly downtime, or a smooth transition without many lost hours. The following tips will help you plan a move for your office or any other type of business.
- Plan your move early. Large commercial moves may require two years’ planning. Business relocations often take six months to plan.
- Hire office movers who have the resources, experience and manpower to move your office efficiently.
- Verify that the moving company has insurance and ask them to send you a copy. Office buildings are the most likely to require it.
- You should schedule the move both with the building that you will be moving out of and the one that you will be moving into. The move is likely to need to take place outside normal office hours as most buildings do not allow moving during business hours. Most often, the best time to move an office is over the weekend.
- Each office building has its own requirements. You may be limited in the time you are allowed to park at the loading area, or the building might require that the floors are covered, protected, or reserved.
- Inform your employees as soon as you can about the move. According to state laws, a company must give their employees notice within a certain time frame.
- Consider what printed materials, such as business cards and stationary, will need to be addressed.
- Make an announcement about your move.
- If you don’t hire office movers to handle the details, a move manager will save you a lot in terms of stress, since he/she can coordinate with moving teams, furniture delivery, and IT install teams, etc. You can create a rough floor plan of your new home or office if you do not hire a full-service mover. This will help the movers to know where the furniture should be placed.
- Ask your moving company for help with packing the week before you move.
- Take an inventory of the items that will be moved by each department.
- Before moving, check the new location with the building manager. Make sure it is ready to go (no broken bulbs or leaks).
- Ask if the heat or AC will be on when you move. Some buildings shut off their HVAC systems on weekends unless they are told to.
- You will have to assign someone else to move any plants.
- Allow employees time to pack up their desks and other materials on the Friday before moving day. Take all their personal belongings with them.
- At least two managers should be present at the beginning and at the end of a move. During the move, however, only these managers should be in attendance. More than this will slow down the moving process and get in the way.
- Before the IT team comes to set up the network and equipment, make sure that all the data cabling has been installed and tested. If you require assistance with IT disconnecting and reconnecting services, contact your moving company or move manager.
- When moving IT equipment, ensure that it is unloaded so that the IT team can get started immediately on setting up the phone system, network, etc.
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