Planning Your Move

The Keys to a Successful Office Moving Plan

1.         Plan to plan
2.         Plan
3.         Plan to communicate
4.         Communicate the plan

Plan to Plan:
Because Moving Day isn’t Every Day, most people are unfamiliar with the tremendous stress that comes with moving your business, organization or corporation. Give yourself three months of preparation time.

Plan:
You may not have control of all aspects of the move, but you can come pretty darn close. That is why it is even more important that you follow the office moving guide.

RCS can help you develop a plan:

  • By department
  • By floor
  • By mission-critical elements
  • By location

Be a Good Scout:

  • Communicate far enough in advance with utilities so that they have adequate notice of work orders for switch-overs, shutdowns and turn-ons.
  • Make sure your floorplans are accurate
  • HVAC units
  • Stairwells & Elevators (including freight)
  • Access to power
  • Loading Docks
  • Do a walkthrough with us
  • Every space has eccentricities; we can tell what pitfalls to avoid on Moving Day
  • Measure Twice – Move Once!
  • It’s amazing how the conference room magically shrinks or how furniture dramatically expands to fill the space allotted; Know your exact dimensions of your new space down cold!

Plan to Communicate:
The move will affect everyone in the company, and yet they will likely treat a memo about the move as completely unimportant. Put together a comprehensive communication campaign:

  • Regular emails – these should become more frequent as Day draws near
  • Updates on Intranet
  • Stuffers in paycheck envelopes
  • Posters in and around elevators
  • Table top displays

Communicate the Plan:

  • Make sure everyone receives a copy of the office moving plan
  • Develop FAQs in an attempt to limit the amount of questions you’ll have to face on Moving Day.
  • Develop Communication Captains; there’s no way you can be everywhere all the time – develop Communication Captains who can field questions and provide meaningful answers within departments, within floors and even within building units.
  • Make employees accountable for what they can move themselves; they can pack up their personal belongings, photos, and knickknacks. If they have a plant that needs to be taken care of, ask them to do that themselves as well.

Here’s a simple checklist to make sure nothing gets left behind or overlooked:

  • Desk empty?
  • Supply cabinets cleared?
  • File cabinets cleared?
  • File drawers locked?
  • Wall items taken down?
  • Breakable items properly packed?
  • Computers and other machines disconnected?
  • “Do Not Move” tags placed?
  • Liquids drained from equipment?
  • Desk pads and chair pads labeled?
  • Have a set of spare keys available.

Consult with your RCS representative who will help you develop a thorough Corporate Moving Day Plan, all the way through unpacking and testing of equipment.