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Commercial Moving Guide: How to Plan for the Big Move
Published: Wednesday, February 13, 2019
Moving an office involves so much more than moving items from one place to another. There are transitional workflows to consider, along with reorganization, floor charts, budget, employee experience and adjustment periods. Though the move will be worth it in the end, even the most organized project manager and optimistic leadership can feel overwhelmed in the middle of it all. In the coming weeks, we’ll be sharing tips for each phase of a corporate move – planning, prepping, packing and unpacking – that will reduce office disruption and get you back up and running with efficiency, faster.
Regardless of its complexity or destination, all commercial moves start with the important phase of planning. Helpful tips for this stage of the process can be seen below.
1. Establish a budget – and process: In addition to determining what your company has to spend on a move, it’s also wise to establish a process for completing any move-related purchases: how they’ll be paid, how they’ll be accounted for and who will be responsible for their approval and contracts.
2. Centralize and organize: By storing all of your notes, contracts, documents, to-do lists and other move related items in one place, you’ll save yourself a tremendous amount of time and sanity.
3. Coordinate with managers to determine logistics and move-related workflow strategies: In addition to determining what will need to be moved from point A to point B, managers can help assess what equipment and goods need to come along, what can be discarded and what new items may be needed, depending on the size and layout of the new space. They will also be key to ensuring that comprehensive work plans are developed and followed throughout the move process. Moving can be stressful but deadlines will still need to be met; managers need to communicate with their staff members to ensure that a productive balance is maintained along the way.
4. Tell your employees about the move: It’s important to remember that your employees are your greatest assets. Providing the motivations behind your move will make them feel informed and valued. Ensuring that they’re fully prepared will help the move go smoothly. Make sure your employees are aware of everything they need to know.
5. Create a summary and move checklists for employees: These checklists can include key milestones and their associated deadlines, the new office location, floor plans, and the anticipated moving information they’ll receive during the relocation process.
6. Establish communication with your employees: Whether you utilize regularly scheduled emails, newsletters or town hall meetings, be as detailed as possible in your communications and encourage feedback; employee follow-up questions may also draw attention to any items you may have missed, including issues arising from floor plan changes, the need for equipment replacement or upgrades, changes resulting from a move toward an open or private floorplan, etc. Appointing someone to manage these communications if you don’t already have an internal communications team will keep messaging clear and consistent.
7. Create a moving committee: A moving committee is a terrific way to ensure that milestones are being met and open communication between employees and leadership is maintained. Establishing a dedicated email address for the committee will also provide employees with a single place to submit questions and concerns throughout the move process.
Whether you’re moving a small office across town or your corporate headquarters across the globe, planning will be key to a smooth transition. When implemented properly, the planning phase provides a sound foundation, fostering collaboration between all stakeholders and establishing the processes you’ll need in place for a successful move.
Stay tuned for the next blog post in our Commercial Move Guide series, “How to Prepare for Your Big Move.” In it, we’ll cover everything you need to know during the crucial prepping stage of your move, from tips on hiring vendors to assessing who and what you’ll need throughout its implementation.
For information on the many ways SIRVA Commercial Moving Services can manage your upcoming move for you, we encourage you to contact us directly. From planning and packing to the physical move itself, we offer a variety of services in workplace, office & facility moving, retail refurbishing, and a number of miscellaneous services. Please contact us at commercialmoving@sirva.com or visit our Commerical Moving Page to find out more about how we can implement your commercial move, minimize stress, and get you back up and running fast and efficiently.
Regardless of its complexity or destination, all commercial moves start with the important phase of planning. Helpful tips for this stage of the process can be seen below.
6-12 months Before the Move: Planning
1. Establish a budget – and process: In addition to determining what your company has to spend on a move, it’s also wise to establish a process for completing any move-related purchases: how they’ll be paid, how they’ll be accounted for and who will be responsible for their approval and contracts.
2. Centralize and organize: By storing all of your notes, contracts, documents, to-do lists and other move related items in one place, you’ll save yourself a tremendous amount of time and sanity.
3. Coordinate with managers to determine logistics and move-related workflow strategies: In addition to determining what will need to be moved from point A to point B, managers can help assess what equipment and goods need to come along, what can be discarded and what new items may be needed, depending on the size and layout of the new space. They will also be key to ensuring that comprehensive work plans are developed and followed throughout the move process. Moving can be stressful but deadlines will still need to be met; managers need to communicate with their staff members to ensure that a productive balance is maintained along the way.
4. Tell your employees about the move: It’s important to remember that your employees are your greatest assets. Providing the motivations behind your move will make them feel informed and valued. Ensuring that they’re fully prepared will help the move go smoothly. Make sure your employees are aware of everything they need to know.
5. Create a summary and move checklists for employees: These checklists can include key milestones and their associated deadlines, the new office location, floor plans, and the anticipated moving information they’ll receive during the relocation process.
6. Establish communication with your employees: Whether you utilize regularly scheduled emails, newsletters or town hall meetings, be as detailed as possible in your communications and encourage feedback; employee follow-up questions may also draw attention to any items you may have missed, including issues arising from floor plan changes, the need for equipment replacement or upgrades, changes resulting from a move toward an open or private floorplan, etc. Appointing someone to manage these communications if you don’t already have an internal communications team will keep messaging clear and consistent.
7. Create a moving committee: A moving committee is a terrific way to ensure that milestones are being met and open communication between employees and leadership is maintained. Establishing a dedicated email address for the committee will also provide employees with a single place to submit questions and concerns throughout the move process.
Whether you’re moving a small office across town or your corporate headquarters across the globe, planning will be key to a smooth transition. When implemented properly, the planning phase provides a sound foundation, fostering collaboration between all stakeholders and establishing the processes you’ll need in place for a successful move.
Stay tuned for the next blog post in our Commercial Move Guide series, “How to Prepare for Your Big Move.” In it, we’ll cover everything you need to know during the crucial prepping stage of your move, from tips on hiring vendors to assessing who and what you’ll need throughout its implementation.
For information on the many ways SIRVA Commercial Moving Services can manage your upcoming move for you, we encourage you to contact us directly. From planning and packing to the physical move itself, we offer a variety of services in workplace, office & facility moving, retail refurbishing, and a number of miscellaneous services. Please contact us at commercialmoving@sirva.com or visit our Commerical Moving Page to find out more about how we can implement your commercial move, minimize stress, and get you back up and running fast and efficiently.