Moving a household and tackling the relocation of a business or corporation are two radically different events. With a corporate move there are tremendous risks for damages to expensive equipment, loss of data or private information, and the financial effects of ceasing operations for even a few days.
Today, there are moving companies that specialize in household and professional moving and relocation, and then there are corporate moving companies that understand the special needs of such a customer.
Usually, a corporate move will involve a team of people dedicated to making the process as safe and seamless as humanly possible. Generally this will require the input and efforts of:
• A general manager or operations specialist
• An “IT” or technology specialist who can disconnect and shut down computers, networks and so on
• A moving company agent who will help develop schedules and answer all questions
• A team of movers who understand the importance of treating the equipment and furnishings with a “light hand”
This special team will need to maintain a strong chain of communication in the weeks and days leading up to a move. Usually the majority of the preparation and packing will occur only a day or two from the actual event since most corporations and businesses cannot be out of operation for weeks at a time.
While some companies may ask their staff to label computers or handle some of the preparations, for liability’s sake most will have the movers handle the bulk of such work. It is, however, up to the business itself to take care of many of the other essentials outside of the physical move. This includes:
• Alerting all necessary groups to the coming relocation, which includes service providers, contracted maintenance companies, post offices and delivery services, vendors and suppliers, among many others.
• Designing the layout of the new space and ensuring that all of the team members have appropriate documentation about such plans. Many companies create a master plan or printed guide for the moving team to follow, which details the locations of everything from outlets and windows, to the desired layout of cubicles, desks and furnishings.
• Preparing all office machinery for safe transportation, which means removing all inks, toners and other fluids and attaching cords and other items securely to their specific equipment.
• Marking and labeling all furnishings, boxes and belongings appropriately and according to the pre-established plans.
• Securing private, secure or confidential documents that leave the movers free of any liability or issues. For example, it is up to the business to address personnel files before the moving day arrives, and to relocate them in a manner that keeps them free from loss, destruction, damage or viewing by individuals without the proper clearance.
• Appointing a representative to monitor and manage the actual process of moving the furnishings and equipment, and who will ensure that all final relocation is done according to the agreed upon plans and designs
Not all corporate or business relocations will require such strict or formal guidelines, but for the majority a well-designed plan well in advance of the move as well as a strong and communicative team will really pay off.