Prepare your employees and your moving company for the move by providing times, dates, locations, telephone numbers, maps, directions and special considerations of the existing and new location. Assign an employee in each department to be responsible for liaising with your moving company and providing keys and security cards or codes to your moving company as well as training to your employees on proper packaging and labeling procedures.
Compile a Comprehensive Contact list of all contractors, service providers, suppliers, utilities,customers, Insurance Agent, Building Managers, Post Office, repair personnel, security personnel, design personnel, maintenance personnel,vendors, technicians and other groups, organizations and businesses that may need to be contacted about the move. Its extremely important to allow a minimum of two weeks to inform your regular suppliers who ship to you. You may have to pay re-consignment charges unless you inform them well ahead of the move. Inform the Post Office of your move at least one week before relocation. Notify your insurance company.
Communicate to retail customers that you are moving well in advance of the actual date. This might entail a simple sign on the present building until it is vacated or involve a large ad campaign. All your business cards, forms, signs, truck spaces, and online accounts should be changed as soon as or before you move in to your new space. Many online services such as Google, Homestars, Yelp and advertising services such as the Yellow Pages take weeks to months to process the change-over and you might lose your coveted search engine rankings during this switch. Create new business cards and stationary, as well as any forms or signs, before your move.
Initiate a meeting with Employees to go through each and every file, folder and cabinet to eliminate as much excess paraphernalia as possible. Consider transferring general files to a record storage center such as Iron Mountain ahead of the move date if it is not required to have these files at your new building immediately. This may reduce moving costs significantly.
Encourage employees to take away all personal or unneeded items prior to the official moving day. General cleanup and junk removal can significantly reduce packaging and moving costs.
Assign employees to transport certain items such as plants, trash cans, desk mats, lamps. lampshades and light bulbs that can be tagged and organized for separate transportation.
Plan the layout of your new office space in consultation with your employees and design experts. Skyline Office Movers can also help you choose the optimum layouts for your furniture, equipment, and modular items.