Commercial Move Planning Tips
Phase One
Preparing To Relocate Your 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
Are You Ready For Move Day?
- 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
Relocation Final Preparations
- 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.
- Point of Contact emergency telephone numbers and info 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 relocation 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.
Related Articles:
Planning Your Business Move
Moving Checklist
Community Outreach
