Reduce the number of surprises when you move your business from one Tucson commercial real estate site to another. Develop a comprehensive relocation action plan.
Here is an all-too-common problem others have endured: The mover’s estimate was $65,000, but the final bill was $95,000!
A relocation action plan will keep you on track and minimize shockers like unforeseen expenses.
Your goals in developing an action plan are to
- minimize the disruption to your company’s operation
- maximize the efficiency of the move
- reduce the inconvenience to your personnel
- control the total cost of the move from all sources.
Start a Relocation Action Plan with Interviews
After you’ve created a relocation committee, begin formulating your relocation action plan by interviewing department heads.
- Find the earliest time of day that each department can be shut down.
- Find out when they must be operational again.
- Consider how each department has on another or on certain equipment, such as computers.
From the interviews, you can identify
- critical operations within your company that have priority for moving those departments and their equipment
- non-critical areas that could be moved before the main move. Consider the affect on your company’s operations. How will the people at the old location use whatever is moved to the new location?
Gather Information from New and Old Locations
You will need information regarding the building’s policies and procedures at each location. If the building has a building manager most of your questions can be answered there. If your company owns the facility, you may need to talk with contractors, governmental agencies and your company’s personnel.
Some questions that you need to have answered are
- Will vendors have to be union or non‑union?
- What entrances can be used at each location?
- Can additional entrances be used?
- Are there loading docks at both locations?
- What are the loading dock specifications?
- Are there time constraints on using the loading docks?
- What type of floor and wall protection must be used?
- What are the elevators’ specifications?
- Who schedules the elevators?
- Are there charges for the elevators?
- Must you provide or pay for an elevator operator?
- Are there time constraints on using the elevators?
- What type and amount of insurance coverage will the building require of the movers?
- Must the mover obtain any permits?
Considerations for Your Relocation Action Plan
You and your move committee will need to make many decisions. Make them early as part of your action plan and you’re less likely to have to deal with things at the last minute.
Either plan for its storage and then staging before the move date or arrange for its on‑site delivery and installation.
Do not approve any new furniture for on‑site delivery and installation without checking the accuracy of the order and for damage during shipping.
Notify everyone whose furniture must be taken apart. These people must pack earlier than others.
You may have to get bids from installation contractors for the takedown and setup of systems furniture. Some items, such as metal shelving, can be taken apart by your company’s personnel.
If you plan to have employees disassemble anything, make sure they have the proper tools for the job. This will protect the employees, as well as the furniture and equipment.
Computers, copiers and other equipment must be disconnected and prepared for moving. Then, they must be reconnected at the destination.
Check the equipment manual and, as appropriate, with the manufacturers about the proper preparation for a move. While a commercial mover may be qualified to move computers, copiers and other types of equipment, it’s your responsibility to verify if using your movers will void any warranties or service contracts.
Decide how much of the packing you want to do. The options:
- Hire a mover to relieve employees of this physically demanding work.
- Have your employees do all the packing.
- Have employees pack their workstations and offices and have movers pack files, storerooms and other company-wide areas under company supervision.
Series of Moves
The move may have to be broken down into a series of mini-moves, depending upon the disassembly and reassembly of furniture and equipment shutdown and startup.
You also should review and compare the costs of moving at night or over the weekend. The premium for overtime can often be offset by increased productivity in the move and reduce business interruption.
Commercial Real Estate Group of Tucson has a checklist of tasks for your business relocation. Get your copy by contacting Michael Coretz, email@example.com or 520-299-3400.