Property damage, missed deadlines, damage to third parties – it happens when you move your office to a new location. How to avoid them? We explain it point by point
Property damage, missed deadlines, damage to third parties – it happens when you move your office to a new location. How to avoid them? We explain point by point.
The main risks are
1.Loss or damage to property.
2. Failure of terms, which affects the work of the company.
3. Reputational risks of the official responsible for the move.
4. Damage to third parties (damage to the business center’s property, accidents during transportation, etc.).
Choice of coordinator
Office relocation coordination cannot be delegated to a secretary or non-specialist. This should be done by a specialist on administrative issues. He should conduct preliminary monitoring of moving companies, if you decide to organize the move by third-party specialists.
Choosing a moving company
What companies to invite? Interview administrative directors of other companies. Weed out contractors with bad reviews, fly-by-night firms.
Choose a few companies with positive experiences. Check their resources: qualifications of personnel, availability of enough vehicles for transportation, packaging, consumables.
Invite companies to estimate moving costs. Request estimates from them, compare them. Check the cost of individual items, it may be unreasonably high.
Check with a moving company for the cost of transporting furniture. It may turn out that its transportation and assembly in the new place will cost more or as much as buying a new one. Provide accurate information on the number of possessions, their characteristics, the specifics of the room, and so on. This is in your best interest.
The contractor should calculate how many specialists to involve, how much time will be required for the move.
If there is no opportunity to invite potential contractors to the office for an estimate, then at least conduct remote monitoring of their pricing policy. Apply for a preliminary cost estimate.
Be careful not to contract with a company that gives too low a price. There is a risk that it is dumping, without any reason, and when the work is done it will become clear. For example, there will not be enough specialists, cars and other resources to complete the work in the specified time and with the required quality.
Why is very cheap a bad thing?
Professionals will not underestimate the cost, it is not profitable for them. There was a situation where a contractor was supposed to move the office over the weekend, but ended up spending Monday to eliminate the consequences of the move: gathering furniture, removing trash. In addition, it turned out that some equipment in a hurry badly packed, damaged during transportation and unloading. The moving company incurred heavy losses for overtime and reimbursement of losses to the company. Professionals calculate costs and deadlines so that they can get the work done without damaging their reputation and business.
Moving property insurance and third-party liability insurance should be included in the contract. This is important because moving vehicles can get into accidents, and the movers can damage finishes, railings, and other elements of the building when lifting the property. The contractor, not you, should be responsible for their mistakes.
Preparing for the move
The preparation phase may take 3 months or it may take 3 years, it depends on the size of the company. When the moving date is set, identify responsible departments, notify employees, and conduct a briefing. Give out boxes so employees can pack their belongings and label them. If the moving company has a service of briefing the people in charge, have a meeting. This is an additional guarantee that everything will go smoothly.
Coordinate a moving schedule with the facility administrator, get a parking pass, and permission to use the elevators, stairwells, and lobby for loading and unloading your belongings.
Moving and setting up
1.The moving company should have a plan and schedule of work by the hour.
2. Moving is often scheduled for the weekend. Large companies often move things even at night. Keep in mind that movers work at night at high rates.
3. The system administrator must be in the new office as early as possible. He must organize the delivery of equipment and the connection of Internet service provider and all necessary communications for work before the employees move. It is better to do this no later than one month before the date of the move.
4. You should not change the sequence or even slightly adjust the schedule without coordinating with the moving company. This can lead to a violation of the logic of transportation and disruption of deadlines.
And don’t leave trash in your old office. It is a good tone to clean up after your move.