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Moving a corporation may actually be more stressful than moving your
home and family. You may not have control over many aspects in a corporate
move. You must follow a certain guideline that is provided by the company.
Make sure you give yourself at least 3 months of preparation. Most people
are completely unfamiliar with how to prepare for a corporate move. Unfamiliarity
can cause much headache and stress. That is why it is even more important
that you follow the office-moving guide.
Preparing for the Move
The most important part of moving a corporation is to plan everything
out in advance. Corporations are usually about making money. So, if the
company is not up and running, but instead moving, then the company is
not making any money. The major goal in a corporate move is to be cost-efficient.
One of the ways to obtain this goal is to be time-efficient. The less
time you spend moving, the more cost-efficient you will be for your company.
In order to save time, make sure you are very familiar with your new
location and offices. Know exactly how large (take measurements) the new
rooms are. Notice any differences in shapes of the rooms or new furniture.
You want to make sure your old or new desk, chairs, filing cabinets, etc.
fit inside your new space. To make sure that everyone knows his or her
new dimensions, a floor plan should be created before the move. This plan
should include, by floor, location of employees, furniture, plants, and
whatever else you are bringing to your new location. Make sure that every
employee receives a copy of this plan and that you post them on the building
on moving day. Being organized before the move will not only reduce the
stress for the employees, but for the movers as well.
Correspond with Everyone
Communication is key when it comes to a corporate move. Make sure that
everyone (employees, landlords, movers, renters, etc.) is aware of every
detail. They need to know the exact moving plan before the actual move.
The less questions on the day of moving, the better. The movers need to
be told exactly where each piece of furniture needs to be placed. If you
have many desks that look the same, but belong to certain employees, make
sure they know that they need to go in certain places. One way of helping
out the mover is by using colored labels. All of the furniture that belongs
on one floor can be labeled a certain color and you can even get more
specific. Label colors and numbers to each employee. Labeling is a very
important tool in moving offices. Be sure to label all equipment and furniture
that is being moved. The label needs to be placed in spot that is very
easily visible to the mover. The easier and more understandable you make
the move to the mover, the faster the move will go. Time means money.
Supervisors: It is your responsibility to have your staff follow
the instructions in the Office Moving Guide. Be sure employees in your
department or section receive an Office Moving Guide. Personnel will
be functioning in the new offices on a normal basis immediately after
reporting to work, if the move is properly preplanned.
Employees: You will be responsible for your own packing of certain
items before the actual move. Follow the instructions in the Office
Moving Guide. They will be of assistance to you, not only before the
move, but when you unpack in the new office.
Items Being Moved
Any items inside of bookcases, shelves, desks, wall units, or cupboards
should all be packed securely in boxes. Filing cabinets do not need to
be emptied. Just make sure that they are locked or securely fastened with
string or heavy packaging tape.
Personal Items: The mover cannot be responsible for your personal
possessions, such as legal papers, money, lighters, fountain pens, pictures,
plants, etc. For your own protection, we suggest you move these items
privately. If you need special containers, ask your Moving Consultant.
Desks: Pack all contents. This includes current working papers,
letter trays, books and other desk items. Seal paper clips, pencils
and all other loose materials in envelopes and then pack them in boxes.
Protect all glass with paper or other stuffing.
Security Files: All files should be locked prior to moving.
If security regulations require escorts, advise the Moving Consultant
and he/she will make arrangements with the mover. Security files may
then be consolidated.
Supply or Storage Cabinets: Pack all contents in boxes. Cabinet
doors should be locked or tied.
"Do Not Move": If items are not to be moved or if equipment
and furniture are to be discarded, be sure to tag them with "Do Not
Move" labels. This will eliminate any unnecessary expense.
Garbage
Make sure that you throw away as much garbage as possible before the actual
moving day. It is possible to get permission from the city to have industrial
size dumpsters placed in front of the building if you have an excess amount
of garbage to throw away. The more you throw away, the less you have to
pack and haul with you. Make sure that nothing important gets thrown away.
Access to Floors Above Ground Level
Be sure to examine the building before hand and be aware of all elevators.
Make sure they are in working order and large enough to move the furniture.
If there are no elevators, be sure to inform the moving company so they
can come prepared.
Moving Electrical Machines
Before moving any technological machines, make sure you know what you
are doing. Many machines need to be handled certain ways. If you are renting
any of your equipment, make sure you notify your rental company before
the day of the move. Disconnect and dismantle computers properly. Make
sure there is an employee that knows what he/she is doing when taking
apart the equipment. Remove all fluids from the photocopy machines. There
may be loose parts that can easily be lost, so make sure that all parts
are securely fastened or put them in a separate box close by. Remove all
items from the vending machines. Empty water from any water dispensers.
Make sure to take extra notice to any machines that are dismantled. Items
get lost very easily in a move.
Here's a simple checklist to make sure nothing gets left behind or
overlooked:
- Desk empty?
- Supply cabinets cleared?
- File cabinets cleared?
- File drawers locked?
- Wall items taken down?
- Breakable items properly packed?
- Computers and other machines disconnected?
- "Do Not Move" tags placed?
- Liquids drained from equipment?
- Desk pads and chair pads labeled?
- Have a set of spare keys available.
- Make sure that your Internet connection is ready to go and that the
phones and fax machines are working. The sooner you get back to work,
the sooner you can continue working and making money.
- Make sure the electricity works.
- Make sure the bathrooms work.
- Don't forget to throw away (or use as scratch paper) any old stationary
that has your old address on it and create new stationary with the new
address on it.
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