Office moves require far more preparation than residential ones.  So over the next three blog posts we’re going to discuss how to get ready for a commercial relocation.

Note: These articles are intended for a broad audience, so we’re going to discuss things that may not apply to your situation.  Some of them may even be tasks that we will take care of when we handle your move.  So think of these ideas as a buffet line of suggestions; take what works in your situation and leave the rest behind.

Initial Steps

These tasks should be handled as early in the process as possible, preferably several months before Moving Day.  They include the following.

1. Have senior managers clarify the areas of responsibility for mid- and ground-level managers, as well as workaday employees.  For example, hourly personnel might be expected to pack their personal effects as well as their company-issued manuals and office supplies, while their supervisors are assigned to oversee this process.
2. Determine the budget for the move in conjunction with Modular Moving Concepts representatives, who will discuss your needs and estimate the project cost. Make sure senior management reviews and signs off on the final proposal.
3. Appoint a moving coordinator or liaison from each department.  This person will have clearly defined roles in the overall process.
4. Prepare a list of items that will require special handling, such as computers, servers and office machines.  Your contact at MMC can assist with this.
5. Create a chart showing which departments will be moved to the new facility and on which dates this will occur.  Include vendors, contract workers, and on-site consultants in this form.
6. Appoint someone to handle printing new address labels, submitting change of address forms to the post office, and notifying clients and vendors of the move.
7. Together with your MMC representative, prepare a list of the telephones, computers, and other electronic equipment used at each workstation, office, etc.  Ensure that your new location will have the appropriate electrical and data outlets to support your internal infrastructure.  This may require hiring electricians or other contractors to make necessary modifications.
8. Hold a series of meetings with supervisors, managers, and employees to announce the date of the move and the location of the new facility.  Use these meetings to field suggestions and concerns and to answer any questions.
9. Office moves may take place in stages; create a moving schedule that details dates for each department to be ready by.  Send copies of this schedule to managers, emphasizing that changes are unlikely to be approved except in extraordinary circumstances.
10. Stay in contact with the contractors who are handling the modifications at the new facility to ensure that everything stays on schedule and that your needs are clearly understood and met.
11. Prepare a special plan for the supply room personnel so that they know exactly when, where, and how to prepare the supplies they’re in charge of for the move. Double-check that they understand which tasks are their responsibilities and which ones Modular Moving Concepts will handle.
12. Both physical and electronic data sources require special attention to guarantee confidentiality and security of company data.  Part of this responsibility will fall on Modular Moving Concepts, but your people will also need to do their part by exercising discretion in their use of mobile devices and making copies of private files.
13. Be sure that all vendors, including those that handle coffee deliveries, cleaning services, etc., know when their services will no longer be required at your current location.
14. In some cases, such as with a hospital relocation, there may be special considerations that require prior arrangements with your contact at Modular Moving Concepts.

Following these steps will lay the initial groundwork for your relocation.  In the next article we will discuss the next steps in office moves: what to do as the big day approaches.