How to Map Out A Large-Scale Office Move

How to Map Out A Large-Scale Office Move

There’s no move quite like a corporate move. Relocating a large-scale office is a tedious and complicated task as you transport the most valuable elements of your business from sensitive documents to expensive technology, high-end equipment, valuable business property, furniture and much more. As such, it’s absolutely imperative to execute the proper practices and utilize professional services to minimize the impact your office relocation will have on the business as a whole.

Start Planning Upwards of 6 Months Prior

All large-scale office relocations require a significant amount of planning and preparation due to all the complexities involved. On average, commercial moves are planned approximately six months in advance, whereas large-scale office moves can require up to two-years of planning. Needless to say, it’s crucial to give your business a significant amount of time to plan for the move.

If you haven’t started yet, there are a couple of options. The first is to speak with a Bekins Moving Solutions specialist who will start the planning process by designing a commercial move strategy that pertains to your specific needs. Your assigned project manager will also remain as your point of contact during the entire process to ensure a stress-free, strategized move from start to finish.

The second option is to start a project plan on your own. Again, this can take anywhere from six to twelve months to plan, which can be overwhelming and time-consuming, especially when trying to operate a business at the same time. Sometimes, particularly in this case, it’s best to leave it to the professionals.

However, if you insist on starting the planning process on your own, some key details you’ll need to include are:
• A detailed list of tasks that need to be completed
• A timeframe for each task to be completed
• Deadlines for each task
• Who will be responsible for each task
• Who will be in charge of the office relocation

Create an Office Relocation Team

As a business owner, finding the time to properly plan and execute a large-scale office relocation can seem impossible which is why Bekins Moving Solutions is the best option as our professionals handle the most crucial and most difficult tasks. However, if you choose to keep the management of your office relocation in-house, it’s important to designate who is in charge. This person will serve as the move coordinator and will be responsible for overseeing every aspect of the relocation. So, it’s imperative to choose someone with exceptional communication, organizational and management skills.

Once you have the in-house relocation manager assigned, you’ll need to choose members to work under the guidance of him or her. The team members will be responsible for the execution of the various tasks, responsibilities, and elements of the relocation. Thus, the team should be made up of staff members from different departments and of various expertise’s to ensure a comprehensive and effective relocation, as they’ll be responsible for things such as:
• Installation of technology, services, and equipment
• Maintaining optimal security throughout the relocation
• Ensuring proper safety protocols are followed and executing the proper actions to do so
• Internal communication to all staff members and management
• Distribution of information to all customers, suppliers, service-providers, etc.
• Creation of floorplans and the furniture, electrical connections and systems for each
• Inventory of furniture and equipment
• Analyzation and preparation of the new office location

Hire Professionals to Execute the Move

If nothing else, a large-scale office relocation requires the use of professional moving services. Despite the theory being that a successful relocation is 90% planning and only 10% delivery, that last 10% can throw everything askew if not done properly.

When you hire professional moving services, you can have confidence knowing that your office materials will not only be packed properly, but that they will be loaded, transported, and unloaded properly, as well. These steps are absolutely imperative to the successful arrival of your businesses most prized possessions, as well as a successful start to your new office.

You’ve spent months, perhaps even years planning this large-scale office relocation, and you want to do it right. Bekins Moving Solutions is the answer you’re looking for.