Library Relocation? Find Out if You’re Ready With This Checklist
Thinking about the tasks involved in library relocation can seem daunting. Especially when you consider the massive scale of the project. For this reason, it’s good to seek help from a team of professional movers like us. We’ll help you through the process step by step. This way, nothing is left to chance. Plus, if you’ll need super cheap self-storage Sydney deals, we can certainly point you in the right direction.
If this is your first time planning a library relocation, you may be wondering where to start. From finding the right people, the right equipment, and the right services. It can all be overwhelming. The good news is that you don’t have to worry because the answers you seek are in this guide.
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1. 12 Months Prior
Appoint the people responsible for the relocation
During this time, it is good to have in place a committee of members. They’ll be responsible for the relocation. Ideally, these members will have diverse backgrounds. Expertise in such areas as administration, technology, communications, and collections is also good.
Secure the budget needed
Another important factor to consider is the budget. Library relocation is large-scale project that will need adequate funding. To ensure your budget, start securing funds as early as two-three years before the planned date. This ensures that the project proceeds without a hitch.
Plan the relocation with movers
As professional movers, we need to have a clear idea of all the services needed for the project. This includes collection mapping, handling of fragile materials, and more.
2. 9 Months Prior
Set the goals of the move and outline the scope of the project. This is also a good time to identify special requirements. Begin the inventory of all furniture, shelving, and equipment. Also, be sure to measure the collection material by linear feet and inches. This helps a lot in keeping things accurate and smooth.
3. 6 Months Prior
Establish the scope of work for each staff and library mover. This helps inform everyone what they need to do so everything is accounted for. This is also the ideal time to set the period for the project. If you haven’t decided on a professional library mover yet, then it’s time to find one. Send qualified movers a request for proposal or invitation to bid (RFP/ITB).
4. 4-5 Months Prior
As the relocation date draws closer, you’ll need to decide on a professional mover. Pre-move meetings will need to be scheduled so all aspects of the project are reviewed and considered. Successful library relocation also involves purging all useless items. This includes furniture, supplies, and equipment. Fine-tune the time frame of the project. Next, post a timeline for the staff to use as a guide.
5. 8 Weeks Prior
Finalise the project time frame at this time. Also, continue to purge items that are of no use to the library. Anything that doesn’t have a purpose can be discarded permanently. A week before the relocation, the mover’s project management team must check everything:
- shelving installations
- collection measurements
- the labelling of shelving and collections; and
- delivery of boxes for the staff to pack.
6. 4-6 Weeks Prior
- Measure new office do some space planning here you want to get it right before you move forward.
- Order furniture (more on that below)
- Four weeks before the move:
- Get a fit out company to survey new office ( fit outs company usually needs a month’s notice – ask your new building manager if they know or recommend any companies that have worked in the building before.
- Telecommunication should already be set up the following week
- Forwarding numbers and postal re-directions should be all set for the date of moving
- Get someone in to look at the new office who can advise on planning design (your furniture company may provide this person – ask them)
- Order furniture
- Get refundable quotes and book the best firm (see below)
- Sort out the following for the new office: insurance, business rates, IT (talk to the current supplier about managing the move), electronics/cables, phones and phone lines
7. 3 Weeks Prior
- Secure new suppliers for newspapers, magazines, water coolers, and cleaners. Make sure they know when are you arriving
- Get stationery quotes
- Systematise change of address notification to contacts and suppliers, it should automatically send when needed to
8. 2 Weeks prior
- Manage and maintain the planning process to ensure all in order and progressing to plan.
- Step in and resolve anything you feel is going to cause issues with your scheduled move date.
- Figure out how to get the essentials in place for when you arrive in new office: drinking water, internet, a phone line, and anything else you need.
And the move begins
Try different websites and look for the best removals company then settle on at least three quotes that work for you.
“It’s not always about going with the cheapest,” you want the job done right the first time and on time with minimal fuss and hassle. “Pick up on who is most professional. Check them up online and ask for proof of customer feedback.”
You’ll need at least two removal people, and they’ll have all the appropriate equipment insurances and processes to make your move work for you and your business. Give them a full inventory of everything that needs moving so they can bring the right equipment and vehicles. Check with them that they know the buildings and have spoken to all the building managers etc so things go to plan on move day. Make sure they have the right insurance – if they drop something, you need to be covered.
Giving yourself an overlap of a couple of days between leaving your old library/office and entering your new one can take the pressure off, but it’s not essential. You may have your crates delivered ahead of time. Make sure to pack early and pack the less important first.
Always have someone from your team overseeing the removals team when they bring everything to the new office, and when the furniture is delivered. Check all items off a list to make sure nothing’s missing. The furniture company or removals team should set up furniture and place everything in the right place – keep your floor plan and numbering layout system close at hand.
After reviewing the above checklist, you should have a clearer idea of how things will proceed. This eliminates a lot of the guesswork, which is involved with organising library relocation.
Then reach out to us at firstname.lastname@example.org. We’ll be happy to do all the heavy lifting for you and make the move a smooth and easy one.
If you find this article useful, then this post will interest you as well: Strategic Ways of Creating a Library Relocation Plan.