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Planning for the Office Move

There is no under-estimating the importance of careful, long-term business planning when relocating a company. But what about when it comes to planning for the actual move? It is critical that in the months while planning an office relocation that decision makers formulate a plan as equally well-orchestrated when it's time to temporarily halt operations and head to the new office.

At times, the physical relocation will seem more challenging than the months of strategic analysis that went in to choosing the best new space. The condensed time period of a business move can significantly augment the weight of even the smallest challenges. And, the fact that business is often put on hold during the move places additional pressure on the plan, making it that much more important that it be considered a major business milestone.

More often than not, it's the little things that snag the process. Can specific pieces of furniture fit in the freight elevator? Will another building tenant take issue with some aspect of the move-in? Have all clients been notified of the move? Have all the workstations been tagged and labeled correctly?

In parallel with the new location being selected, company leaders should assemble dependable teams to communicate the moving plan to fellow employees and to interface with vendors, such as movers, telecom, and facilities personnel. These team leaders should be in charge when packing at the old location and when unpacking and setting up at the new location.

Remember that business cards and stationary should be reprinted, Web sites need to be updated, all servers and data sources should be backed-up, new phone extensions assigned and alarm codes/access cards set-up and distributed. You will also want to make sure that all employees are aware of building amenities and their usage restrictions as well as any general property rules and regulations.

Exclusive tenant representatives, like members of the Alliance of Tenant Representatives, can be exceptional resources for moving day insight, helping foster consistent communication with building operators and critical suppliers and in measuring expectations. However, nothing will be more beneficial to you than the full cooperation of employees and their willingness to contribute to a successful move. This can be ensured by a clear, organized plan that encourages participation before, during and after the move.

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