Planning an Office Move
- With the floor plan for your new location, work out at which desk 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.
- Number up the 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 – send clear instructions about the process of packing, along with a cut-off time to have their packing finished. 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.
The packing and preparation process
THIS IS THE MOST IMPORTANT ASPECT OF YOUR RELOCATION
- Unlabelled 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.
- 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 arm rest or feet (not a fabric surface).
REMEMBER – ‘NO LABEL = NO GO’
Labelling & Label Placement
Each level of each building has been assigned a specific colour label. The label colour indicates to the removalist the location where items are to be placed in the new building. Incorrectly used coloured labels will direct your items to the wrong “to” location.
- To staff – send a map of the new location so they understand how to get there, where to park, what public transport is available, etc.
- To the removalists- make sure they have a copy of the floor plans and your key person contact details have been exchanged and building / loading dock access is confirmed
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 labeled properly for the new site. Label each space with its number. Obviously, make sure you’ve measured up ahead of time to make sure everything will fit.
- 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.
During the move
- 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 been missed.
- Your staff will have to have the ability to resolve any issues that arise during the process and make the decision on the go with the removalists if things don’t fit, or there is access difficulties etc.
- Make sure you have the removalists work on one area at a time, especially in a bigger building. It will ensure you can be there to provide instructions and answer questions.
- Wait until everything has been moved in before trying to connect phones and computers. 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 staff return, do a quick check to see that the boxes and items on peoples’ desks correspond to their allocated number.
- A nice touch is to create personalized 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.
Day one in your new site
- 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 fully aware of all the new facilities and building safety processes.
- 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