How to properly plan a company relocation
Relocating a company is a project that requires a lot of time and maximum organizational performance. Before starting the planning, the termination obligations have to be checked. Whenever possible, the company management entrusts a suitable employee or, depending on the size of the company, a whole team with this task. Planning should start six to four months before the move so the relocation doesn’t end in chaos. First, a checklist should be drawn up and the company’s employees must be informed as for the employees this can mean private rescheduling or different approach routes to work by car, bus or train. Depending on the size of the company, this can be done at a company meeting or via email. If possible, company management should explain why the company relocation is necessary and present the new premises. It is often an advantage to let the employees help with the planning, as requests can be considered, which may lead to an improvement of the working atmosphere and an optimization of the work processes.
The schedule for the company relocation
After a rough checklist has been created, it should be enhanced with additional individual lists, which are deeper specified depending on progress and approaching relocation date. Now it is important to inform customers and business partners. This can be done in a personal conversation, by phone or by email. If the move will take place outside of company holidays or weekends, downtimes can already also be announced. The tax office, professional associations, tax consultants, insurance companies, trade supervisory office and many more should not be forgotten. Also a forwarding order must be placed with the post office to ensure that important company mail arrives at the new address.
Now it’s time to start planning furniture, appliances, sockets, switches and telecommunications using the floor plan of the new premises. Craftsmen such as painters, electricians, cleaners and others must be commissioned. Before starting work, an appointment with the local suppliers (water, electricity etc.) to take the meter readings should be set. The insurance agency must also be informed in order to adjust existing insurance policies or take out new ones.
Helpers for the relocation
In a small business, the move can be carried out by the employees; in a large company, it makes more sense to hire a professional company. In addition to packaging material and sufficient moving helpers they also have experience with the necessary logistics. This is an advantage if, for example, no-parking zones have to be set up for the day of the move. This planning should be started well in advance. Several offers should be obtained in order to be able to compare the services offered. A good relocation company will not make an offer on the phone, but will visit the old and new business premises. Then you will receive a written offer with all services or additional services listed.
A week before the move, they check the progress of the work. The commissioned businesses must be consulted in order to keep to the schedule. The neighbors of the old and new premises must be informed of the moving date. The transport routes, such as stairwells, must also be checked. A record should be kept of existing deficiencies in order to save trouble afterwards. Everything no longer needed for the workflow in the last week can already be packed. It is important that the moving containers are labeled precisely and clearly. In addition to the content, the label should also include the new storage location after the move.
The moving day
Check the new premises to ensure that electricity, water and telecommunications are working and that all transport routes and parking spaces are free. There should be an employee at both the old and the new location who makes sure that everything is removed in the correct order and placed in its predetermined location when it is delivered. This prevents chaos in the new business object. It must be checked that nothing is left behind and everything has survived the transport without damage. The transport routes should also be checked again. In the event of damage, this must be reported to the transport company immediately.