1 Commer Commercial Moving Guide Cial oving guide · need for services such as utilities, IT and...
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Commercial Moving Guide COMMERCIAL MOVING GUIDE
Transcript of 1 Commer Commercial Moving Guide Cial oving guide · need for services such as utilities, IT and...
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Commercial Moving Guide
CommerCialmoving guide
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If you are relocating your offices to new premises, you’ll want to ensure that the move is as organized and efficient as possible and that there is minimal disruption to productivity. In other words, you’ll want your move to run as smoothly as your business does.
In order to ensure this, it is essential to plan carefully and enlist the assistance of a Connecticut moving company with experience in commercial and corporate moves. If you are relocating to another city or state, you’ll want to choose from the many long distance moving companies that specialize in this type of move. There are key factors to take into consideration and pay attention to if you want an office move that is smooth, on time and within your budget
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1. Exit StrategyIn order to avoid punitive financial penalties, you must exit your current office space in accordance with the contractual obligations of your current lease. Check when your lease expires, the notice period you are required to give and the penalties for breaking your lease, incase you need to move prior to the expiration.
This will go a long way in making your move as economical as possible. After all, being fined or penalized at the outset of your relocation is certainly not how you’d like to start the process.
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2. Plan a Timeline
Your contractual obligations will give you the information you need to secure the lease on your new premises, develop a strategy for moving and book your movers.
Make sure you pay attention to three important dates:
• End date of current lease
• Date you need to terminate your lease
• Date new lease starts on new premises
This is vital information in the planning of your move. You can’t even begin to think about hiring a moving company until you’re sure of when you’re current lease ends and when the new one starts.
It’s important not to rush. Plan accordingly and be sure to follow the guidelines that you set forth in order to stay organized and efficient.
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3. Determine Your Budget
Decide how much you can afford to spend on moving. If you are working on a very limited budget it will be necessary for staff to undertake packing and other preparatory tasks. You can ask for volunteers in the company who can help to organize the move for their given department or area of the room.
However, if you have sufficient funding available for the move, your Connecticut mov-ers can undertake all aspects of the move, including packing, which will leave your staff free to work on facilitating continuity of services and productivity, as much as is practi-cable during the moving period.
You will also need to factor in the following costs:
• The security deposit on your new property.
• Repair costs for your existing premises.
• Professional fees for interior designers, space planners, IT planners and other con-sultants.
• New premises build out costs to meet your specifications.
• Additional furniture and equipment.
• IT and communications systems installation.
• Utilities disconnection and connection.
• Updating business stationery, such as business cards and letterhead paper.
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Use recommendations from trusted business sources to decide which Connecticut moving companies you will seek quotes from. It is important to get at least three quotes from movers with experience in office relocation services. Experience is key, as you’re entrusting you’re entire company in the hands of the movers, so be sure that they’ve been around long enough to accrue a trusted reputation.
These quotes will assist you in negotiating a cost-effective contract. Be specific about your dates and expectations and check the contract thoroughly to be sure that all the services you have negotiated are included in the price that you were quoted.
4. Hiring a Moving Company
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Appoint a relocation project leader and form a relocation team, including at least one representative from each department or area in your company. Assign tasks to each person, as appropriate.
Hold regular meetings to keep the team appraised of any updates and ensure that they convey these to their subordinates. It is important that everyone on your staff feels that they are part of the big move, if you want everyone to pull together in making it happen as smoothly as possible.
The team approach not only ensures that your relocation will run smoothly, but it’s also a great team building exercise that enables your employees to work together, effectively completing tasks that rely upon each other for completion.
As a business owner, it’s often impossible to be aware of every little thing that’s being moved. This is where your team can be of great help, as each individual department can take control of executing their end of the move.
5. Gather Your Relocation Team
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In today’s technological climate, all businesses rely greatly on outside services such as telephone and Internet to run a successful business. Be sure not to overlook the importance of having these services shut off and turned on at each respective location.
If you want to vacate your existing space and occupy your new space as seamlessly as possible, it is important to give external service providers sufficient advance notice to facilitate the disconnections and connections you need for services such as utilities, IT and telecommunications.
If you lease large pieces of office equipment such as photocopiers and printers, your provider may want to move those items with his own staff to minimize the possibilities of damage to expensive machines and protect you from liability for any damage incurred.
You will also need to negotiate new contracts with utilities and telecommunications providers. As a courtesy, advise neighboring offices in your existing and new premises of your moving timeline.
This is particularly important if your move may cause noise or disruption to them or your removal trucks will take up valuable customer parking.
6. External Communications
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Have your movers deliver packing supplies well in advance of the scheduled move date. Professionals in office relocations will be able to provide you an ample amount of supplies for your specific needs.
If you have multiple departments, you may want to implement a color coding system, whereby each department affixes a certain color of label to all its equipment and the boxes and crates containing its supplies. Labels should include a location within the office and details of what they contain.
Organization is key.
Moving the supplies is only half the battle here. Once you’ve effectively reached your new location, you’ll want the unpacking process to run as smooth and stress-free as possible.
7. Packing
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You must advise your customers of your moving timeline, the contact details for your new premises and how the move will benefit them. If you anticipate a disruption to the products or services you provide for any of your customers, you must discuss this with them individually, and give them sufficient advance notice to plan for the implications of your move.
Try to find ways to maintain your product or service delivery during the move. You do not want to give customers the opportunity to seek an alternative temporary supplier that they might just decide to stay with.
It is imperative to keep your customers in the loop throughout the process, as any confusion or miscommunication can easily lead to the loss of business.
8. Customer Communications
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As previously stated, organization is key. Make a checklist of all the matters that require attention before, during and after the move and review it frequently. You don’t want to miss anything or possibly overlook it.
Every aspect of the move should be properly organized and documented in order to ensure a timely and organized relocation.
9. Make a Checklist
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Soon after you have moved, you should advertise the fact that you are now operational and open-for-business in your new premises. Plan an opening event, such as an open house or lunch party, and invite existing customers, neighboring businesses and potential new customers. Use local media and social media opportunities to advertise your new location.
It’s a celebration! Be sure to advertise and market it as such. Also, by including your customers and new neighbors in the process, you’ve effectively engaged them in ways even social media is incapable of doing.
So have fun with it!
10. Plan Office Opening
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In order for your office move to run smoothly, you must plan efficiently. Keep these key points in mind as you move forward:
• Determine your budget.
• Develop a timeline and stick to it.
• Utilize your staff and their individual strengths to develop a move strategy.
• Hire an experienced Connecticut moving company.
• Pay attention to internal and external communications and keep everyone up-to-date with move plans.
• Pack efficiently.
• Keep your customers informed throughout the process.
• Make a checklist in order to ensure all aspects of your move have been serviced.
• Plan a grand opening party as a way to engage your customers and new neighbors.
Key Takeaways:
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