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Commercial Moving Planning Tips

Phase One

Relocating a Business

  • Inform your internet and telephone service providers of your move to ensure they can transfer your services on time.
  • Contact all other supply contracts, leases, and service providers to inform them of your move.
  • Speak with either your current and future landlord or building manager to find out about restrictions for the move, such as usage of elevator/docks/alleys and what times the moves can be conducted.
  • Prepare an inventory of the items to be moved.
  • Decide if you want to move items or if you'll be replacing them at your new location.
  • Contact a relocation company. The sooner you choose your relocation provider, the more likely you'll be able to move on the day(s) you will be requesting.
  • Ideally, you should contact them two to three months before your move.

Phase Two

  • Break it down into small, manageable tasks so that everything gets done.
  • Arrange for site visit/walkthrough.
  • Set the guidelines for your relocation schedule.
  • Are there restrictions your landlord or building manager has put in place for the move?
  • Do you require building protection on moving day? Make sure they are noted.
  • Discuss the arrangements you've made for other contractors for moving day, such as photocopier and IT contractors or staff.
  • Arrange a meeting with your IT department and relocation consultant to discuss and agree the special needs of the IT relocation schedule.
  • Find out from your building the insurance requirements for the relocation.
  • Arrange for secure destruction of old items.
  • Take an inventory of all items to be moved.
  • Determine if your old furniture will be moved to your new location.
  • Do you have new furniture coming into your new location?
  • Discuss the inventory with your relocation company.
  • Arrange for archive storage of the documents.
  • The less you move, the less your move will cost!

Phase Three

This is the stage when everything is finalized and final preparations are made.

  • Confirm crate delivery dates.
  • Allocate specific jobs to individual employees who are helping with the move.
  • Brief them about their responsibilities.
  • Check with personnel to confirm they've cleared all unwanted and unnecessary documents.
  • Confirm with your current and future landlord or building manager any policies or procedures which may affect the relocation schedule on your move date.
  • Inform neighboring businesses in both your current and new premises of the move.
  • Inform your suppliers, customers and contacts of your new address.
  • Arrange for your website to be updated with the new address at the time of your move.
  • Organize employees to take responsibility for common areas.
  • POC Point of Contact emergency telephone numbers and points of contact for all vendors associated.
  • Designate an area at your new premises for the placement of un-labeled crates and equipment.
  • Determine which employees will not be in work at the time of relocation, and arrange for someone else. to take responsibility for the correct relocation of the absent employee's belongings.
  • Take delivery of relocations crates, labels and other moving equipment.
  • Ensure every item being relocated is labeled according to the guidelines given to you.
  • Meet with your relocation consultant to finalize the plan for moving day.
  • Provide your relocation consultant with a detailed floor plan.
  • Confirm the move schedule with employees who will be present on moving day.
  • Walk through the new premises with all involved in the move Moving Day.
  • Ensure all employees are undertaking their assigned tasks.
  • Have a complete and thorough inspection of the old site with the move manager to ensure all labeled items have been relocated.
  • Visit your new site and ensure everything has been delivered and placed correctly.
  • Gather all crates to ensure the number of crates you're returning is the same as the number delivered.
  • Contact your relocation coordinator to organize the collection of crates.

Planning Your Business Move

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