How to Prepare Employees for an Office Move

Office Moving can be a daunting task, but when done correctly, it doesn’t have to be a painful ordeal. One of the most important things is to make sure that you break down employee tasks appropriately. Leaving everything to one person will certainly be too much, though micromanaging is also a gateway to low productivity.

All employees should be notified of the move as quickly as possible, though some details may not be available until after tasks have been distributed. Specifically, it is important that everyone in your company eventually knows the following information:

  • Moving Date
  • New Address
  • New Phone Number
  • Parking Facilities
  • Public Transportation

Assorting Tasks

Team 1

This team should be a point of contact for the new and old office building management. The first thing this team needs to do is to double check the dates on the lease agreement. It may seem like an irrelevant and redundant task, but it will save a major headache in the future if the date is not accurate! Also, double check in the lease what the utilities policy is with the new office. Check specifically for water, gas and electric as well as security systems, janitorial and trash services.

This team should also be charged with discovering any regulations or restrictions that both the new and old offices abide by. Many offices restrict the times in which moving is allowed. It is very important that these times are written down and made known to anyone in charge of coordination tasks.

This team should also get any keys necessary for building access or parking pass information.

The final task that this team should be charged with is retrieving a map of the building. This will help when coordinating with movers to get a general idea of where things will go.

Team 2

This employee is in charge of researching and eventually hiring the following companies:

  • Necessary Contractors
  • Design Firm
  • Moving Company
  • Systems Furniture Installers

When researching these companies it is important to do more research than simply getting quotes. Start by looking at not only testimonials, but also see if any of the testimonials describe the company completing a project of similar scope.

Particularly when hiring a moving company it is important to ask a few additional questions after reading testimonials and getting quotes.

  • Do they offer valuation coverage and if so, what kind?
  • Can they do the project for a fixed rate or will there be additional charges?
  • What will be included in the quote? Do they provide you with a Moving Coordinator, Corporate Relocation Consultant, Crating & Packaging and the Driver in the package?

Team 3

This team should map out what needs to be moved. Take inventory of approximately how much needs to be moved and map out any large or potentially problematic items. Make sure that the moving company being hired has had experience moving this kind of item. Therefore, it is important to collaborate with Team B on this project as they will be in contact with the moving company. Items that may require additional assistance include large screen monitors, lab equipment, ect.

This team should also have a map of the building and plan a feasible route to move any larger items that require extra assistance. Some of this equipment also requires authorization from the vendor prior to moving and it is therefore important that you ask your moving company if you need authorization.

Now you have a blueprint for how to delegate tasks to employees to make sure the move goes smoothly. Depending on the size and scope of your office, a team could consist of 1 person or 10.

A final note on ensuring that everything goes smoothly is to ensure that communication is fluent between the team members. Moving an office is just like any of the other work your company does- it cannot be left solely to one person and communication is a key to success. Moving is always a bit of a hassle, but if started with plenty of time in advance and a good plan, it is no more difficult than the other problems your company handles daily.

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