Space Planning

MOVE MANAGEMENT TIPS Is your office planning a move?   If you are contemplating an office move whether big or small, you will want to check out the follow tips. There is a great deal of detail and preparation needed to make sure your office move goes smoothly. The following Move Management Guideline will give you a great place to start. Important Instructions for Your Move Determine your space needs for each department. Do your Programming homework. This is one of the most important phases. Appoint a Moving Committee to assist the mover before and during the relocation process. Consider hiring a Risk Management and Disaster Preparation Consultant to evaluate your risk and profit loss before the move. How will this move affect your business profitability and how can you prepare for the unexpected? Consider any new furniture you may need in your new space. Plan for any refurbishing of existing product. Allow time for new product and refurbished product to be completed when considering your timeline and move in date. Review telephone system. Will you be moving your current system? Is now the time to upgrade or switch to a new type of phone system?Will connections be established at both locations during the move? Coordinate with your IT department to make sure that Servers and computers are moved timely and efficiently to minimize downtime and profit loss.SET A SCHEDULE! Prepare a Floor Plan for all departments and Private Offices. Hire or consult with an Architect or Interior Designer/Space Planner. This will help you see if your furniture will fit and if you have the right vision and space allotment for each department. Prepare a Timeline and Move Schedule. Destroy old records and obsolete forms. NOW IS THE TIME TO PURGE! Reserve several  parking spaces at your CURRENT and NEW  locations,as close to the Front door as possible. Reserve the Freight Elevator and Loading dock( if applicable) IN WRITING at both the CURRENT and NEW locations. Have the Elevator Company placed on Standby at both locations. Procure the Home and Cell Phone Numbers of the Building manager at each location. Contact appropriate vendors to service the following equipment  before relocation. Computer Systems- Copiers-Word Processing Equipment-Commercial Cameras Back up ALL data before disconnecting your computer. Disconnect computer cables and place in labeled bag before the move. Remove ALL toner cartridges from printers. Carry all discs and important information with you. MOVE ALL LAPTOPS YOURSELF.Do not leave that for the movers. Have your copier company remove all dry and liquid toner from your copier.Also have your sorter detached. Check with your copier vendor to make sure you are not violating your service agreement by having the copier, printer or fax moved. DO NOT MOVE LOADED FILES! Remove all items from desks, file cabinets and fire proof files as well as any cabinets with shelves and swing doors. Review all insurance requirements in relation to new quarters. Check all doors and window locks at new facility. Obtain new keys. Arrange for security guards during relocation if deemed necessary. If plants in office are on a rental basis, notify supplier you are moving. They generally prefer to move the plants Prepare publicity releases announcing your new quarters. Pictures of new building or artist’s rendering. Complete arrangements for security in new facility. Complete arrangements for cleaning service at the new space. Create or review a more environementally friendly plan. Create or review your new operation and maintenance plans and  Intergrated Pest Management Plan. Review your Workplace safety guidelines for the new space and document. Set a time for a meeting once you are moved to the new site to share with your employees. Plan an emergency evacuation program for all personnel. Inform your personnel of moving date and new location. Fire, theft and liability insurance should be transferred and renewed for the new location. Arrange for your company’s address and telephone changes on the following;Envelopes,Business Cards, Checks, Letterhead, Credit Cards, Invoices, Statements. Make arrangements for change of listing in the telephone directory. Notify Federal, State and Local offices. Transfer services such as vending machines, recycling,paper products, towels. Send Moving notices to the following Vendors Suppliers Newspaper Trade Journals Phone Company Customers Utilities Government Regulatory Magazine Insurance Companies Banks Agencies If your move requires any special or unique requests, be sure to notify your move coordinator or move supervisor. Talk to your employees about the move in a positive manner. Delivering a well thought out plan makes for a much more productive office environment. Be sure to inform your employees of the following: Nearest emergency medical care Public transportation facilities Parking situation at the new building Shopping facilities and convenient restaurants Happy Moving! Remember if you need more assistance I am here to help! Move Management is one of my specialties.