Keys to Managing Your Firm's Office Relocation
by Joe Massana
Chipman Relocations / United Van Lines
Chipman Relocations / United Van Lines
Creating a checklist
When you have to move your office there are two things to remember: plan in advance and rely on the experts. At least six months prior to moving you should create a checklist that includes the vendors you'll work with and the tasks you need to complete. The checklist should include some practical steps as well.
For example, your office should start disposing of all excess files, furniture and miscellaneous items before the move. Prior to the move, your record storage provider should move all storage cartons currently at your office off site. The last thing you want to do is pay a moving company to move furniture and items that could have been disposed of or stored off-site prior to your move.
The checklist should include the following items as well:
Point Person
If you're moving a smaller office (less than 25 people) you'll need to designate an employee to develop the checklist and oversee its execution. That employee will be your "Point Person". The Point Person is typically an office manager (or whoever is responsible for tasks handled in larger organizations by a facilities manager or operations manager). Your Point Person should be prepared to spend a considerable amount of time planning the move and dealing with service vendors. They need to be present during the entire move.
Packing
The checklist should address the issue of packing. Decide the level of office packing you expect to bare before calling the moving company. Do you expect your employees to pack their offices, workstations and common areas? If so, you can purchase packing cartons, packing paper, tape and other materials from a moving company. Do you expect the moving company to provide the packing? If the mover provides the packing you avoid the risk of worker's compensation claims. If your workers provide the packing it will reduce their productivity. What about packing laboratories file rooms, libraries, artwork, pictures, paintings and other expensive items? The general rule is the more valuable the item to be moved the more you should rely on a moving company. The primary reason is liability. The mover will generally not compensate your company for loss or damage for items packed by your employees.
Project Manager
If you are moving a large office, it's often best to contract with a professional Project Manager. The PM brings years of office moving experience, including dealing with contractors and vendors. Because of their experience, the PM will be able to draft a comprehensive checklist and create a calendar to make sure each step is executed in an orderly fashion. Once on board, the PM will coordinate the relocation effort, overseeing the efforts of various support staff such as movers, electricians, furniture dealers, cablers, phone companies, copier vendors, building managers, etc. The PM will be present before, during and after the office move. An experienced PM can anticipate and prevent problems before they arise, manage the move, and allow your employees to manage the day-to-day operations of your firm. Office relocations often occur after normal business hours, so be aware of conflicts of time, as well as need for overtime pay for employees and vendors.
Finding a Professional Mover
Your checklist will conclude with the hiring of a professional mover. Finding a reliable mover can be arduous, but relying on professional references made by your building manager and commercial real estate broker can insure the hiring of a qualified professional. Building managers often provide tenants with a list of preferred movers. When interviewing movers, be sure they are willing to provide you with an in-person survey of the items to be moved, a comprehensive written estimate, and an in depth pre-move meeting with your employees.
Liability during the move
Generally, movers are not licensed to sell insurance for your move. However, state law and interstate tariffs usually allow for movers to provide their customers with valuation. There are typically two levels of valuation: basic and full replacement. Basic levels of valuation are often offered to you at no additional charge, but the protection they provide is minimal. For example, in California basic valuation might compensate you $.60 per pound per item for lost or damage. This means that if $2,000.00 painting were damaged during the course of a move, compensation would be limited to weight of the painting in pounds multiplied by $.60 per pound. Full replacement valuation is sometimes available for an additional charge. You should contact your insurance broker to find out the availability of supplemental moving insurance.
The following statement is typical of what you may read in the mover's paperwork:
"Per the Public Utility Commission the Valuation Coverage for this move is $.60 per pound per article that means in case of damage, the claim to fix or replace the item is cost out at the weight of the item multiplied by $.60 per pound. Higher Valuation Coverage such as "Full Value Coverage" at a cost of $8.50 per $1,000.00 of valuation or "Actual Cash Value" at a cost of $5.00 per $1,000.00 of valuation is available at an additional charge."
Final Preperation
Most moving companies will be happy to put on a "Move Meeting" for you and the employees. In that meeting, the moving company will instruct the employees on how to pack various office items and equipment.
Get in touch with vendors from whom you lease equipment. They may require that they move any leased equipment such as copiers and internet servers. If you have the moving company move the equipment, you may unexpectedly void your warranty and/or service agreements.
Verify with Building Managers the "Moving Rules and Regulations" for their building(s). Most building managers require advance elevator and loading dock reservations before you exit or enter a building.
After the Move
Your first day in your new office can be full of turmoil. Here are some suggestions for making it a little easier:
The last item on your checklist is often "unpacking". If the mover isn't going to provide the unpacking, your employees will have to the job. Be sure to set aside enough time. Depending on the volume of contents, it may take longer to unpack then it did to pack.
Don't let empty cartons pile up in hallways and cubicals. Employees should deposit packing materials a predetermined waste area.
Schedule a post-move day of "Fine Tuning" with your mover. The mover can not only help with the moving, but should be relied upon to adjust office furniture to suit personal preferences. At the end of the "Fine Tune", the mover can take all of the empty packing materials out of your new office.
Conclusion
As with any task or project, the success of your relocation is in the details. Don't take the process of moving your company lightly. Getting your employees back to work Monday morning without downtime requires preparation and attention to detail.
