Moving a corporation may be more stressful than moving your home and family. You may not have control over many aspects of a corporate move because you must follow a specific guideline that the company provides. Most people are entirely unfamiliar with how to prepare for corporate action. Unfamiliarity can cause many headaches and stress. That is why it is even more important to follow a cohesive and comprehensive office-moving guide.
Preparing for the Move
An essential 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 moves, the company is not making any money. The primary 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. To get a head start on the moving process, make sure you give yourself at least three months to prepare for your move, so when moving day arrives, the entire process flows smoothly and efficiently.
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 the 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, You should create a floor plan before the move.
This plan should include the floor, location of employees, furniture, plants, and whatever else you bring to your new site. Ensure that every employee receives a copy of this plan and post them on the building on moving day if you are organized before the move will reduce the stress for the employees and the movers.
Correspond with Everyone
Communication is vital when it comes to a corporate move. Ensure 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 fewer 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 specific employees, make sure they know that they need to go to certain places. One way of helping out the mover is by using coloured labels. All of the furniture that belongs on one floor can be labelled a particular colour. You can even get more specific – using label colours and numbers dedicated to each employee. Labelling is an essential tool in moving offices. Be sure to label all equipment and furniture that is being moved. The label needs to be placed in a spot that is easily visible to the mover. The more accessible and more understandable you make a 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 regularly immediately after reporting to work if the move is appropriately preplanned.
- Employees: You will be responsible for your 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 bookcases, cabinets, shelves, desks, wall units, or cupboards should all be packed securely in boxes.
- Personal Items: The mover cannot be responsible for your possessions, such as legal papers, money, lighters, fountain pens, pictures, plants, etc. For your 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: You should lock all files before moving. If security regulations require escorts, advise the Moving Consultant, and he/she will make arrangements with the mover. You may then consolidate security files.
- 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.
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 beforehand 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 specialized machines, make sure you know what you are doing. Many devices need to be handled in specific 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. Ensure an employee 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, ensuring that all parts are securely fastened or put 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 of any devices that are dismantled. Things get lost very quickly in a move.
Here’s a simple checklist to make sure nothing gets left behind or overlooked:
- Is the desk empty?
- Supply cabinets cleared?
- File cabinets cleared?
- File drawers locked?
- Were wall items taken down?
- Are breakable items adequately packed?
- Computers and other machines disconnected?
- “Do Not Move” tags placed?
- Liquids drained from equipment?
- Everything labelled?
- Have a set of spare keys available.
- Ensure that your Internet connection is ready to go and that the phones and fax machines are working.
- Make sure the electricity works.
- Make sure the bathrooms work.
- Don’t forget to throw away (or use as scratch paper) any old stationery (or business cards) with your old address and create new stationery with the new address on it.