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Business and Technology Relocation Planning and Project Management

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Business Relocation Planning Your Office Move

 

Planning Your Office Move - How to survvive a busienss relocation project

 

The following are a few of the key areas which you will need to consider when planning a business relocation project.

 

Set up a meeting with your mover to lay out a preliminary schedule for the upcoming project.

This should include the following topics:

  • Written agreements

  • Insurance and limits of liability
  • Move committee meeting schedule
  • Furniture location plans and move color codes
  • Building access arrangements
  • Carton and equipment deliveries
  • Employee packing seminars
  • Tentative move schedule
  • Primary move issues

Invite your mover to participate in all moving activities. This interaction gives the mover an opportunity to understand your operation and gives your staff access to a resource that will clarify important issues related to the move.

Let the mover meet the other vendors involved with your office move, i.e. technicians, installers, etc. Working together directly helps them solve problems for you.

Communicate with your staff the status of the new building, construction, furniture, computers and telephones during the months leading up to the move. Effective communication will contribute significantly to the success of your office move.

Keep your move plan as simple and concise as possible. It is important to recognize priorities, but once those have been addressed, allow the mover to conduct the office move in the way they determine to be most efficient.

Selecting and Coordinating Your Move Management Team

  • Select employees, who are organized, competent, have the ability to make good decisions and communicate well.
  • Those who accept the additional responsibility of becoming a member of the move management team should understand that evening and weekend work would be necessary.
  • Use department managers when possible - limit your team to key people - keep it manageable.
  • Delegate specific tasks to each individual. Provide specific time frames for each assignment. Check off each task as it is completed. Schedule regular meetings to go over progress and address problems with each member individually and as a group.
  • Accountability is essential; check to make sure tasks are completed as scheduled. Do not assume!

    Remember, the KEY to a successful move is to provide your team with detailed information on what is expected of them. Meet regularly and troubleshoot with them. Since you are the team leader, provide guidance and allow your team members to administrate the tasks.

    After the move, take them all out for a great lunch or dinner as a "Thank-You" for their much needed help. Don't forget to put a record of their work on the office move in their personal file.

 

Choosing A Moving Company

  • Estimate: The best way to plan an office move, if possible, is with an NTE estimate or "Not to Exceed Price." The movers can beat the estimate but not exceed it. See if this is available. Try to make moving arrangements well in advance of moving day. Call at least two movers and request, at no obligation, a free written estimate. You can expect professional movers to come to your home and discuss the move in detail prior to giving you a written estimate. Before selecting a mover, you should check their reputation, performance record, reliability, and claims settlement customer service.

TIP: If movers are wary of giving you an estimate, and give you any no-solid reasons against providing one, be extremely cautious. Reputable movers will not hesitate to provide you with a written estimate. Further, lacking a written estimate, your price could be increased significantly.

  • Find prospective movers in your area by using yellow pages, personal referrals and real estate brokers. Be wary of companies advertising in certain local newspapers and /or handbills talking "cheap" price. Check to make sure they carry required insurance coverage. If they break or lose something, you want it fixed or replaced to the limits of their liability.
  • Carrier/Mover Liability: Make sure the mover explains their basic liability and transit protection options. Be sure to ask questions.
  • Price/Rates: While always a factor in buying anything, do not select a mover on price alone. Trained personnel, clean, safe moving vans, and insurance protection cost money.

    When comparing estimates, remember the cheapest company won't necessarily do the best job. If one firm's estimate is lower than the others, find out why. Know who your movers will be: will an experienced foreman be present? Are the services and movers' experience equivalent? Are all the estimates binding?

  • Carrier/Mover Liability: Make sure the mover explains their basic liability and transit protection options. Be sure to ask questions.
  • Evaluate Service Presentations: Listen and evaluate the mover's presentation of services and price. Usually an individual presentation stands out in clarity, and your questions and concerns are professionally answered to your satisfaction
  • Visit the Mover: Visit the mover's office. Make sure the mover has a business. See the trucks at the business site. Look around to make sure these are the kind of people you wish to transact business with.
  • Trade Membership: You should want a mover who abides to a code of ethics, operates clean and safe trucks, and utilizes trained personnel. They will provide for quality service at fair and competitive prices.

 

Ten Important Factors to Consider in Selecting a Furniture Dealer

  1. Look for a dealer that has a wide variety of services under one roof such as space planning and design, fixed asset management/bar-coding, storage, delivery and installation.
  2. Tour the dealership facility. Look at the overall premises. Is it orderly? Does it seem organized? How many delivery trucks do they have? How many installers? Make a general note of the overall impression of their facility.
  3. Inquire about installation capabilities. Interview the Installation Manager if possible. Discuss overall warehousing capabilities and fees. Inquire about follow-up and punch list practices. Check if the warehouse is racked.
  4. Interview a project manager, discuss capabilities, fees, overall cost savings, coordinating with a number of vendors, etc.
  5. What lines are represented? Who are the major vendors? How long have they carried their major lines? Are facility tours of major manufacturers available?
  6. Inquire whether the dealer/manufacturer offer a trade-in policy on used furniture. If so, check who will handle this and find out what the specifics are in regard to the policy.
  7. Ask about move management coordination. Does the dealership offer coordination assistance in this area, inventory of existing furniture, tagging and placement?
  8. Discuss "negotiation-versus-bidding" aspect of purchasing furniture. Is it possible to obtain a contract price structure to "buy-off" over an extended period of time?
  9. Inquire about financial arrangements. See what the terms are and if they offer leasing programs. Find out if they require deposits and what the amount will be. What is the financial strength of the dealer?
  10. Ask to tour two major projects they have completed in the last six months and two major projects completed five or more years ago. Interview these customers as to their assessment of the job.

The following is a snapshot of some of the key areas which you will need to consider when planning a relocation project.

  Working Days
Pre-Move Plan
Plan and map out business changes
  Project planning and Needs analysis
Move Plan
  Design Move plan
  Select and coordinate move management team
  Furniture Survey
Vendor Selection
  Selecting Movers
  Selection of office\Real Estate
  Office supplies and Furniture vendor selection
Communication Plan
  Employee communication
  Employee Top Concerns to be considered
  Data and Telecommunication
Move
  On-Site Move supervision
  Furniture Move
  Installing
  Office Interior Decoration
Post-Move
  Evaluation
  Hands-Over
  Move Project Closure
  Support
Helpful Tips  
  See List of Critical Items
     

 

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              Last modified:  10/04/08                           Paradise Communications                            2005 Paradise Communications