Too often, organizations have trouble on a moving day due to lack of planning. The result is a complicated, messy move that more often than not leaves a horde of damages behind. To make sure your commercial move is on schedule, you will need a relocation strategy that clearly outlines what you need to do before and on the day of the move.
Below are a few tips on what you need to do to make sure everything is on track during a commercial move:
1. Get Everyone Involved
Keep everyone informed about the move and involve them at every stage. Address all outstanding issues and ensure everyone understands what needs to be done. Ways of doing this include a brainstorming session and interviewing employees to establish who will be in charge of what. Discuss matters such as the people to liaise with the movers, the staff member responsible for the preparation of external and internal communications, etc.
2. Consider Operational Impacts
It is important to have a comprehensive perspective of all the organizational functions to ensure nothing is overlooked. Understand how the move is likely to affect operational functions and settle on the day and time likely to have minimum disruptions. Avoid planning a move when your company is having major events such as new product launches and keep off the peak seasons. If you absolutely cannot avoid moving during any of these times, your planning has to be precise and perfectly synchronized to minimize operational disruptions.
3. Identify Moving Gaps
You will need help to execute major multifaceted moves. While your staff may help in packing boxes, they may not be in a position to move them. Having a professional mover to coordinate the move is highly essential. Make a note of items that require careful handling such as all IT equipment and artwork. These require special treatment when packing them, during transportation, and while in storage. You will need special packing materials to ensure their safety during the move.
4. Have the Right Tools
You need the right tools to execute a commercial move. To be on the safe side, hire a professional mover since they come equipped with the right tools to ensure your move is as smooth as possible.
5. Stick to the Timeline
For an effective office relocation, your timeline should include meetings, packing (which should factor large and special items), IT equipment disconnection, communication, storage and moving dates.
6. Relocation Strategy
You will need a documented relocation strategy that everyone adheres to. It is almost impossible to execute a commercial move without a detailed relocation strategy. However, a documented relocation strategy makes sure everyone understands their role and that all protocols and assignments are implemented. The result is the expedient use of time and other resources.
The relocation strategy details all aspects of a move that everyone can refer to at any time. It also clearly outlines procedures and tasks that are essential to a smooth relocation. Office design sketches should also be included in the relocation strategy.
7. Plan Carefully
Executing a commercial move is largely dependent on careful planning where all aspects of the move are executed with needlepoint precision. While planning a move, you need to consider the best time to move, involve everyone, identify moving gaps, make sure you have the right tools, and assess how the move will affect the organization.
More importantly, you will need to come up with a comprehensive relocation strategy to act as the key reference document for all involved. This document should detail the tasks involved in a move and who is responsible for each of them. It should also include dates and office designs.