Managing Your Firm's Office Relocation

Creating a checklist
When you have to move your office there are two things to remember: plan in advance and rely on the experts. At least six months prior to moving you should create a checklist that includes the vendors you'll work with and the tasks you need to complete. The checklist should include some practical steps as well.
For example, your office should start disposing of all excess files, furniture and miscellaneous items before the move. Prior to the move, your record storage provider should move all storage cartons currently at your office off site. The last thing you want to do is pay a moving company to move furniture and items that could have been disposed of or stored off-site prior to your move.
The checklist should include the following items as well:

Lease Negotiation

• Negotiate that landlord pay for the cost of running the air conditioning during your move-in and move-out
• Negotiate the landlord will give you guaranteed exclusive use of the freight elevator and loading dock (during non-business hours) during your move-in and move-out at no additional charge
• Negotiate that landlord will let you deliver and install your new furniture before the commencement of the lease at no additional charge
  

Task List

• Create a task list
  

Budget

• Set preliminary budget
• Cubes and executive offices
  

           Inventory furniture
Match old furniture with new requirements

• Sell or store excess furniture
• Select furniture installer-make sure that installer has the capacity to handle a job your size as well as the capability to do the job
• Order new installation drawings even if you duplicate your existing layout-this is typically done by a space planner
• Review your new furniture design
• Assign seating
• Purchase new furniture (arrange for inside delivery)
• Arrange for installation
  

 

• Common area furniture
  

Inventory furniture and appliances
                  Coordinate vending and appliance pick-up (ask for new vending machines)
                  Purchase new kitchen appliances
                  Coordinate new kitchen appliance delivery
 
Insurance

• Ensure all vendors have adequate insurance
• Revise your current policies
  

Phones

• Inventory phones
• Solicit surveys from phone companies
• Purchase additional phones (or new phone system)
• Reserve phone numbers with local company; add lines; transfer email
• Install common area phones
• Arrange phone system move
• Confirm move time
• Inform long distance carrier of move
• Inform regional phone service of move
• Arrange for dual phone service (if possible)
• Schedule training sessions for employees to learn how to use the phones (video tape the training for future new-hires)
  

Computers

• Solicit advice from I.T. personnel and determine who and how the computers will be prepared and moved
• Inventory computers
• Purchase additional computers
  

Security

• Collect old keys
• Distribute new keys and garage access cards
• Photograph (with digital camera) or list all valuable equipment
  

Signs and Notices

• Order new stationary, business cards, etc.
• Order new checks
• Change address with FedEx, UPS
• Print move notice and send to all customers and vendors
• Order office signs and name plates
• Notify your employees what they’re supposed to do. For example: Who must be present during the move and at what location and time; when to report to the new building and how to get there, etc.
• Keep employees “In the loop”-keep them informed about the plans and solicit feed back from them
  

Build Out

• Set contract with designer and contractor
• Establish construction schedule
• Solicit cabling bids
• Approve cabling bids
• Monitor construction progress daily
• Tour your new facility with key employees to uncover potential layout problems
  

Movers

• Solicit move bids (require that movers provide an audit trail of the man-hours and the material when they submit their bill)
• Determine how movers will protect computers and other sensitive office equipment-will they use bubble wrap, comp-u-wrap®, or clean furniture pads
• Determine how the movers plan to protect your new office from being damaged-will they use Masonite®, Mat-a-doors®, Pathrite®, Korofelx® and bumper pads
• Make sure that mover has the capacity to handle a job your size as well as the capability to do the job
• Obtain parking permits for the moving vans
• Reserve elevators at new and old offices (in writing)
• Reserve loading docks (in writing)
• Have elevator companies placed on “standby” alert (if building has only one freight elevator)
• Have air conditioners turned on during the move
• Obtain home telephone numbers of the building managers
• Back up files on disks (and move separately)
• Notify lessor of copier move (if applicable)
• Arrange copier move (or have it prepared for mover)
• Arrange to have red ink drained from (older) Pitney Bowes machine
• Arrange to have ice maker detached and hooked up (by the landlords and not the mover or your plumber)
• Arrange to have coffee machine moved by vendor
• Arrange to have plant vendor pick up your plants one week before the move and deliver the new plants to your new office one week after the move
• Have computers prepared
• Arrange to have food delivered to both your old and new offices for employees who must be there during the move
• Label furniture and equipment at the old location per your mover’s format
• Teach your employees what and how to pack by holding training clinics (your mover should provide this service)
• Instruct employees to move all their personal items themselves (bric-a-brac such as pictures, paperweight, art work)
• Instruct employees to label what’s inside each packed moving carton on a separate note pad and keep it with them (makes it easier to unpack in order)
• Set up corresponding labels and floors plans at the new location for the movers
• Confirm elevators at old and new offices
• Assign department throw-away and packing responsibility
• Walk through and inspect the condition of your new office with your mover before and immediately following the move to note pre-existing conditions and damage to the space
• Supervise the move at both locations
• Set up a “lost and found” room at your new office (in a vacant office or conference room) for furniture and contents that are mislabeled or have no label
• Make sure everyone is happy in the new location-walk the space and visit with each employee to adjust chair heights, work surface heights and make sure that everyone is working-record any moving damage and missing items.
• Inspect every lateral file cabinet to ensure that it’s not unbalanced, top heavy or about to fall over-if it’s dangerous, have the mover level, balance, bolt and gang it (lateral file cabinets can be balanced and leveled
• Set up and test your computers as soon as possible not forgetting the ones in offices and at work stations where the employees are traveling or on vacation
• File damage claims in writing as soon as possible with your mover on his damage claim form-follow-up and confirm that he has received the completed forms
• Instruct your employees by email or memo to unpack as soon as possible; break down and collapse their cartons and stack them neatly away from the isles-have the mover or one of your employees remove them from the space
• Instruct your employees to place any item or carton that’s not theirs in the “lost and found” room
• Consider sending your moving crew a tip if they did an outstanding job-contact your salesman to find out how to handle it                                  
  

Conclusion
As with any task or project, the success of your relocation is in the details. Don't take the process of moving your company lightly. Getting your employees back to work without additional downtime requires preparation and attention to detail.