After you established a floor plan for the new location, start to figure out at which desk does each person will sit. Assign each desk a number. It’s easiest to sequentially number the desks, starting in a central spot like the reception and working clockwise from there. It makes the positioning of items easier when delivering.
People with individual offices should have a number assigned to the office along with the workstations in the same sequential run (don’t have the same number twice don’t preface offices and workstations with different codes).
Match your numbered floor plan with the staff members who will be assigned that desk/office.
The number of communal spaces, storerooms, and utility areas in the same sequence as the rest of the office. It’s up to you if you use names or numbers, just make sure they are clear.
Work with IT to ensure all data, patching, and communications along with power needs are ready (or will be ready) for moving day.
Confirm with the building managers access requirements and make sure you have after-hours access covered as well.
Confirm that you have all details to access the building and that there will be parking available for removalists. Before the move (communications)
To the removalists – send them copies of your numbered floor plan so that they have an understanding of the layout ahead of time.
To the staff - instruct clearly about the process of packing as well as a deadline when they should finish packing. Make sure they understand that any items that are not packed properly will be left behind and then disposed of.
To the staff – make sure they know where the new office is and how to get there, send a map of the new location so they understand how to get there, where to park, what public transport is available, etc.
THIS IS THE MOST IMPORTANT ASPECT OF YOUR RELOCATION.
Unlabeled items will not be moved.
Label all cartons with labels provided by Business Relocation Services only.
Labels are colour-coded according to the destination at the new premises. Use ONLY the colour issued to you. If unsure please speak with your Move Coordinator.
Affix a label on the side of the carton/crate identified as ‘place label here’.
Affix a label to each component of your computer including - keyboard, mouse, monitor, hard-drive, speakers, scanner, docking station, printer etc.
If furniture items are being relocated, be sure to put the Movin' Office label on a flat surface in a location that is easily visible.
If moving furniture such as chairs, please place labels on the armrest or feet (not a fabric surface).
REMEMBER - ‘NO LABEL = NO GO’
The label colour indicates to the removalist the location where items are to be placed within the new building. Incorrectly used coloured labels will direct your items to the wrong "to" location.
To the staff - give them a map of the new location so that they will find their way getting there, where can they park and what public transport they use, etc. Pre Move (at your new location)
Post signs for the removalists with directions to each area. For example, ‘For Numbers 300-500, turn right’.
If you are moving desks into space, make sure your furniture will fit in the new location and the desk returns are on the correct side etc. Use the floor plan that you have for the new locations to make sure that the furniture is labelled properly for the new site. Label each space with its number. Make certain that everything will fit. Hence, the dimensions should be precisely measured in advance.
If the office is already fitted out then label the desks at the new site with their location number, this will make placement on the relocation day easier for the removalists.
Depending on the size of the move you may need to arrange to have company representatives at both locations; if there’s more than one truck working, someone needs to be at the new location to meet the first one that arrives while someone stays at the old location until the last of the trucks have completed their work to make sure nothing has
Your staff will have to have the ability to resolve any issues that arise during the process and make a decision on the go with the removalists if things don’t fit, or there is access difficulties
Make sure you have the removalists work on one area at a time, especially in a bigger building. This will give an assurance that you can be there to give instructions and answer inquiries.
Take your time until the move is complete before connecting the actual electronic devices such as computers and phones. This usually means waiting until the day after the move. You should aim to have all computers connected before staff return to work again.
Before the staff go back and start on the new office location, double-check if everyone's got all their desk items back accordingly, corresponding to their allocated number.
A nice touch is to create personalised desk labels for each staff member with their name, photo, job title, and company logo and leave them on their new desks. It’s a nice surprise for staff and much more welcoming than the location numbers.
Check the building is safe for people to enter, that any rubbish has been removed and walkways are clear.
Be prepared to have your staff ask a lot of questions as they get settled, maybe a kit or a help desk process, you will most likely have to do an induction with staff to ensure they are
If the building is big, put up signage with directions for each team to find their way around.
Spot-check all facilities – make sure power, toilets, fridges, etc are working