iStock_000008108673MediumRelocating an office can present some obstacles if you’re not adequately prepared. Make sure that you partner with a professional company that is experienced in relocating organizations of your size and have a detailed plan of what needs to be accomplished along with a timeline for each critical task within the relocation.

In our experience there are five critical steps that can make or break an office relocation:

  1. Pay attention to details:
  • Is there a formal list of guidelines your landlord requires your mover to adhere to?
  • Does the landlord have a list of preferred movers (that will meet these requirements)?
  • What time of day can you move into the building?
  • Do you need to reserve an elevator?
  • Shop for movers that are trained to perform office relocations and workplace services as not all movers do.  Once you have this information you can set up times to have the mover provide your with a free estimate.
  • When comparing estimates make sure you’re comparing apples to apples and ask your movers for their three most recent customers names for up to date referrals.
  1. Have a good floor plan:
  • Make sure your existing furniture will fit well in the new space or if buying new furniture make sure the space is a fit for the items.  A good floor plan that has been field-verified will lead to efficiencies in space utilization and office functionality.
  • Pay particular attention to your file cabinets; does everything currently residing in file cabinets really need to remain in file cabinets?  This can help determine how many cabinets you actually need in the new space.
  • Understand and consider what your corporate policies are for record retention and address whether off-site storage is necessary.  All of this will also help your mover optimize their time on site.
  1. Insurance needs:
  • When looking at a new facility how much general liability insurance do you need?
  • Does your landlord need to be named as an additional insured?
  • What are the guidelines for Worker’s Compensation as well as it relates to the landlord?
  1. Address your internet connection needs:
  • Explore service providers.
  • Determine your connection needs and consider whether a dedicated circuit is needed.
  1. Address your phone service:
  • Determine if a Voice over Internet Protocol (VOIP) system is better than a traditional system. VOIP can minimize upfront costs and offer a range of services that may not be available with traditional service.
  • Are you moving to a new building or considering an internal re-stack of your existing space?
  • Do you have enough circuits in your phone closet or do you need to expand your capacity?

The right partner will help you work through any concerns you have about any of the areas discussed. Don’t be afraid to ask them for advice. Their advice won’t cost you extra money but not having your office relocation go well could cost you time, money and unnecessary stress.

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