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The Move
All of your employees should
be informed of the timeline with regards to the move. They
should be knowledgeable of what will occur during the move, as
well as how it will affect their daily routine within the
office. In addition, guidelines and instructions should be
written and distributed among the movers so they are aware of
all restrictions and information pertinent to the move. A
method of avoiding confusion during the move is to appoint one
employee as the designated liaison between the movers and the
office. The liaison selected should be an individual who has
been involved with the move from its inception. Some helpful
hints for your move are:
- Include your facilities managers and your Internet
Technologies (IT) and Human Resources (HR) departments when
planning a move. Your IT department can help coordinate
workflow and the moving process. Your HR department can
assist with employee communications and
coordination;
- Every item that is to be moved should be labeled with a
location and a room number and tagged to set it apart from
items that are not to be moved;
- Investigate delivery lead times when installing your
telephone system, upgrading your technology and ordering new
furniture and carpeting. Expect delays and allow ample time;
Preparing For The Unexpected
When
moving, there are various situations that may occur and
disrupt the smooth transition. Certain conditions may increase
the time involved in completing the move and could have an
impact on the estimate. Among those conditions are loading
requirements and restrictions including:
- Is there a loading platform with a 10-foot clearance
that is not compatible with the trucks?
- Will you be required to transfer from one elevator to
another at the basement level? What is the distance between
the two elevators?
- Is the main lobby the only way to enter and exit the
building?
- Make sure elevator technicians and building personnel
are available at both ends of your move to accommodate
special needs and problems. Inquire about what happens in
the event of a breakdown and duration of the response time;
- Have a contingency plan. No matter how well you have
planned your move, it is wise to account for obstacles that
may arise such as:
* Construction delays
*
Unexpected bad weather
* Police or fire
emergencies
Be sure someone of authority from the
moving company is available should unanticipated problems
arise.
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