NB: The information provided and the opinions expressed herein are solely those of the author.
1. Assign a project manager and/or coordinator.
2. Determine how much space will be needed now and in the future, by possibly projecting personnel growth and viable future equipment changes. Furthermore, determine the style which the offices should project and review all current office systems for handling; a) files b) accounting c) timekeeping and billing d) telephone - to determine future changes required and consider in new plans.
3. Adopt a maximum reasonable budget for the moving project
4. Analyze individual office size requirements, clerical space needs, and special room requirements i.e. lunch, conference, library, etc., and project growth, so as to initiate inventory to determine usable furniture, etc.
5. Review in more detail the projected costs for the total project and begin to cut out items as needed to meet the budget.
6. Agree on final plans for heating and ventilation and air conditioning, electrical outlets and telephone outlets, furniture locations and specific details in such areas as library and kitchen facilities.
7. Begin sending initial furniture orders (if needed) to vendors to assure delivery in time for the move & arrange for storage locally for any furniture that arrives prior to the moving date. (Note... some vendors require even more advanced notice.)
8. Begin to clean out office items which should not be moved and purge files.
9. Select, hire and schedule moving company; get an estimate of cost for moving.
10. Check and revise initial budget again.
11. Arrange for disposal of furniture and equipment not being moved; some can be sold or traded in.
12. Begin preparation of change of address announcements.
13. Plan for moving "teams" of employees and develop time schedules, also, recheck with moving company on packing requirements, times for moving, crews to be assigned, methods for making furniture ready to be relocated, etc.
14. Schedule building elevators (in some cases, with facility management) to assure speedy service during the move, be sure that all items to be moved will fit into the elevators.
15. Prepare and hand out a set of "Move Guidelines’’
16. Review all plans with the moving teams, moving company and remove all personal items, they can be taken to the new location later.
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Happy moving!