Regardless of your company’s size or the distances involved, relocating your office is a major undertaking, requiring extensive advance planning and tactical management. It’s important to have a clear and comprehensive strategy in place to help you minimize the potentially disruptive impact of relocation on your critical business operations. The following nine steps will help you organize your upcoming office move into manageable stages, avoiding the costs and confusion of poor planning throughout this important transition.
1. Start Early
Don’t wait until the last minute to start planning your office move. There’s a lot to do and the sooner you begin, the smoother your company’s transition will be. A successful business move starts 12-18 months before the moving trucks arrive. This should provide enough lead-time for you and your team to evaluate every available option, plan your new space and minimize company costs.
2. Create A Budget
Creating a realistic budget for your business relocation is essential, providing you with a framework to help you gauge and manage your company’s moving costs every step of the way, door to door.
3. Evaluate Your Needs
What is the purpose of your company’s relocation (e.g. location, expansion, lease expiration, infrastructure, etc.)? In order to begin planning for your new space and determine the best methods of executing your move, it’s important to take your company’s current requirements and long-term growth goals into consideration. Establishing a clear understanding of your strategic and operational needs with your team will help you streamline the entire process, avoid incurring any unnecessary costs or delays and, most importantly, find the perfect base of operations for your business.
4. Professional Relocation Consultants
A well-planned work environment is key for productivity and profitability. By contracting with professional consultants who specialize in balancing considerations like function, space and aesthetics, you will be better prepared to take full advantage of your new location. By carefully planning your new office prior to your move, you will get the most out of every square foot of space, stimulate employee output and increase company morale. Hiring the right professional consultants is essential for any company considering relocation. These professionals will guide you through the entire process, saving you money and helping to avoid critical mistakes or oversights.
5. Assemble An Office Relocation Team
The collaborative input and efforts of your employees is essential for a successful relocation. The right relocation team, composed of both outside consultants and members of your workforce, will help you plan and facilitate all aspects of your upcoming move. Start by choosing a project leader capable of delegating and coordinating the efforts of this dynamic group and be sure to allow adequate time in his or her schedule to accommodate this new responsibility. Plan regular meetings into the schedules of all task force members to make sure your move remains on target. Establish clear and consistent communication between your team members and all outside consultants (space planners, interior designers, leasing agents, etc.) to help streamline the entire process and ensure a successful relocation.
6. Develop Your Facility Plan
Working closely with your interior designer and space planner, your task force should solicit staff input and design a facility plan that answers your company’s current needs and addresses any existing operational problems, helping you optimize the layout and design of your new location.
7. Upgrading & Downsizing
Moving time is the perfect time to upgrade your company’s hardware and office equipment, avoiding the hassle of employee downtime that these improvements might otherwise incur in the course of normal business hours. Now is also a perfect time to clear out old files and purge all storage areas of unnecessary items. The less you take with you to your new location, the more you can save on moving costs and storage space. Just remember to dispose of any unwanted files safely and securely.
About two months prior to your relocation, select a moving company who specializes in business moves and schedule their services according to your lease requirements and company needs. In order to minimize office downtime, choose a mover who is willing to coordinate your relocation around your business hours. Contact local service providers (utilities, phone, internet, etc.) to schedule any necessary installations or service transfers. Now is also the perfect time to order office supplies like business cards, stationery and signage for your new location. Be sure to notify your clients of the move. Seek newspaper coverage and consider designing a mailing or other strategic advertising tactics to announce your new location to the public.
9. Grand Opening Celebration
Once you’ve settled into your new location and all the finishing touches are in place, plan a grand opening celebration for your clients, employees and members of the public. This is a great opportunity to introduce yourself to your new business community, improve company morale and show off your new facilities.
For more helpful tips to improve your move, visit Anchor Moving Systems online or call 1-800-558-MOVE to speak with your very own Chief Moving Officer.
Moving is right up there with death and divorce as one of the most stressful events in life. Moving a business is no less stressful, especially now that you have your employees’ well being and your company’s reputation to be concerned about.
So how do you plan for a smooth move, one that minimizes the impact on your staff and ensures that your business is up and running without skipping a beat?
Based on our vast experience helping businesses and organizations of every size relocate, we have found that two (and a half) fundamental strategies make a world of difference when it comes to relocation — no matter where in the world you’re moving.
Simply put, the more organized you are, the more organized your movers will be and the more time and money you’ll save. Think of planning your move like creating a blueprint for building a house. If you take all the necessary measurements and plan for where things will go, the builders can simply follow the plan.
Here are a few tips for an organized move:
- Take measurements of the new rooms — The last thing you want is to find out on moving day that your office furniture doesn’t quite fit in the new location.
- Note the differences in the shapes of the rooms — Compare the new rooms to current layouts so you can plan in advance for adjustments that might be needed.
- Create floor plans — Be detailed and specific for every floor. Include furnishings, plants, printers, copiers and other items.
- Develop a labeling system — Create label colors and numbers for each employee so the movers can easily identify where things go and who each item belongs to.
- Hold the elevators — Inquire about building elevator access, functionality and security in advance. You don’t want your movers to get held up by a lack of elevator access in the middle of your move.
- Make your move at night — If the move starts on a Friday afternoon or evening, there’s a good chance it will be done by Sunday.
- Allow time for troubleshooting — Moving entire networks to a new location will undoubtedly result in some new challenges. Be sure to budget extra time to resolve any outstanding technology issues.
Overall, being organized will help you think through all the steps required and better communicate with your movers. The easier the move, the less likely your business will experience any costly downtime.
Moving your business means more than just the physical move. You’re moving people as well as their computers and business files. It’s critical that you communicate with your employees from the very start to help them anticipate and prepare for the move.
A good place to start is to let them know the floor plan of the new location, as they will want to identify where they will be sitting. Provide a copy of the floor plan and the timeline of the move to each employee.
You can also support your employees by providing them with a list of requests in advance of the move. For example, they may need to box up some of their items or secure drawers in a certain way. Moving time is also a great opportunity for company-wide clean-outs, so be sure to bring in the trash dumpsters and let everyone know what day clean-out will be.
Stay in close communication with managers and supervisors to help handle any questions and concerns employees might have. The fewer questions and hold-ups on moving day, the better. All of your employees are essentially members of your moving team since their careful preparation will help the movers make sure everything goes smoothly.
Chances are, no matter how perfectly you’ve orchestrated your upcoming move, there will probably be unforeseen obstacles. Even the most minor glitches may slow your move down or bring it grinding to a halt altogether.
That’s why it’s always a good idea to anticipate all possible obstacles and have a good “plan B” ready at every stage of your office move. If the Internet isn’t up and running by Monday morning, what’s the backup plan? If there are business processes that usually happen early in the week, can you make arrangements for them to happen later? Obviously, there are always surprises and things you could never have anticipated. Just be sure to expect the unexpected and get creative instead of frustrated.
Most importantly, remember: you’re not on your own. To learn more about The Anchor Assist Moving Process, and how we help your business migration from start to finish, visit us online or call 414.355.MOVE (6683).
Whether you’re moving your business and taking your top employees along or recruiting new talent from a distance, providing a smooth and painless household relocation experience for your company’s executives is essential to their satisfaction and success.
That’s why it’s important to partner with a moving company capable of delivering the care and expertise that your top executives expect and deserve. We’ve compiled the following 3 key factors to help you select the right movers for your next executive relocation.
Insist on working with one helpful, knowledgeable point of contact to oversee every move. From rapid response (within 24 hours) to your initial inquiry, to the moment your employee’s belongings are delivered safe and intact at their destination, each executive relocation should be coordinated by a single individual. This move coordinator should have the authority and resources necessary to keep you and your employees satisfied and informed every step of the way, from start to finish.
Make sure you partner with a company capable of handling your executive’s relocation needs in transit as well as on both ends of the move. That means having the fully trained driving, packing, loading and unloading crews in place to handle your executive’s every request and requirement. Look for a mover who conducts in-house surveys and assembles customized crews based on the intricacies or complexities of each unique situation.
A lot of careful planning goes into every single executive relocation. A good moving company coordinates all the necessary details so that the end result appears almost effortless to you and your employees. From scheduling the necessary crew members and delivery requirements to organizing storage and third-party services, it’s important to partner with a moving company capable of coordinating every aspect of your executive relocations into a seamless whole.
For more tips and resources to help ensure that your executive relocations move smoothly from start to finish, contact Anchor Moving Systems today or call 414.355.MOVE (6683) to speak with the professionals at Anchor Moving Systems.
Keeping Your Business Running on the Move
Moving your business can be difficult, disorderly and disruptive — not to mention frustrating. But Anchor’s got good news: It doesn’t have to be that way. By incorporating a few organizational techniques, your move goes smoothly and painlessly. And most importantly, your business maintains its high level of productivity during the transition. Here are five organizational tips to implement before your move and five to implement after to ensure a seamless relocation for you and your team:
BEFORE THE MOVE
1. Make it a team effort.
Coordinate a relocation team within your organization comprised of organized, enthusiastic and diligent employees from each department. Optimally, these individuals should be senior staff members who have a vested interest in a smooth transition. Equally important is appointing a leader who’s responsible for all phases of the relocation and for supervising the team.
2. What do you need?
Assess your specific needs based on space, furniture or equipment. Ask the team members what they need from the new space in terms of electrical and equipment requirements, number of current employees and expected growth, number of offices versus cubes and location preferences. Rank the most critical needs and begin preliminary space planning accordingly, always keeping your timeline in mind.
3. Compare vendors constructively.
Create spreadsheets when comparing different vendors. This way, all the details, facts and figures are laid out in an organized fashion and you can compare apples to apples.
4. Share the details.
It’s important to get your team fully on board with the move. This means involving them by making it a team effort (tip #1), asking them what they need (tip #2) and making all the details of the move as transparent as appropriately possible. Have a specific file, like a Google document, or even an internal team website that all your team members can access and update. This space should have all the essentials that your employees need to know — updated on a regular basis if need be — and include an area for questions, comments and concerns.
5. Keep the move on their minds.
Have weekly meetings leading up to move day, updating your team with any announcements that require more than an email or update in the shared document or portal. The moving team should lead these meetings and someone should be assigned to take notes and record important suggestions or ideas. Also, take advantage of these weekly meetings to keep spirits up and energy high regarding the move — get your team excited about the new space!
AFTER THE MOVE
1. How’d it all turn out?
You put a lot of work into preparing for your move, so make sure you and your team carry this organized and united energy into the period right after your relocation, too. This ensures that all loose ends are tied up. Was the proposed game plan followed? Why or why not? Where were the kinks or obstacles in the process? Evaluating your move after the move shows you what your team needs to do differently or better to work together more efficiently.
2. Check up on invoices.
Analyze all the invoices from your vendors to make sure everything came in on budget and according to your financial objectives.
3. Follow up with vendors.
What did they do right and what did they do wrong? They deserve to hear your feedback, whether itâ€™s simple praise and appreciation for a job well done or critique that could help them improve their process in the future.
4. Get your team’s feedback.
How do they feel about the new space? Is it up to their expectations? Make sure their space and equipment or furniture requests (‘before the move’ tip #2) have been fulfilled.
5. Is it party time?
If you have some room in your budget, throw a nice party — or even a simple get-together with low-cost snacks and d’cor — to show your team members your appreciation for their efforts throughout the relocation process.
With motivated employees and a bit of organization, you can make your move a positive experience for both you and your team. Download our printable PDF for a more detailed business relocation checklist. And of course, taking advantage of Anchor’s relocation experts and having your own Chief Moving Officer helps too!
To partner with Anchor’s relocation experts for a seamless and organized move, visit Anchor Moving Systems online or call 1-800-558-MOVE (6683) to speak with your very own Chief Moving Officer.
Introducing: Anchor Moving Systems
How We Keep You Anchored During Your Move
FACT: Moving can be difficult, disorderly and disruptive.
FACT: It doesn’t have to be that way.
With Anchor Moving Systems, you’re guaranteed a smooth and hassle-free executive transition. Our team of specialized household moving experts is with you every step of the way — giving you pack-to-unpack solutions for a seamless and pleasant move. But we know that merely proclaiming our mission statement or telling you that we’ve been in business since 1964 doesn’t cut it. So instead of telling you about our dedication to executive relocation, we’re going to show you with the nuts and bolts that make Anchor tick and keep your move slick.
1. Partnership With Stevens Worldwide Van Lines
Our partnership with Stevens Worldwide Van Lines ensures that you get an unparalleled moving experience. As the second largest agency in the Stevens system, we’re able to accommodate local, long-distance and even international executive relocation services. And with Anchor’s Stevens Plus Program, you gain access to an experienced network of real estate professionals, cash rebates on the sale or purchase of your home and expert guidance in choosing the community that fits your personal or family’s needs and preferences.
2. From Pack & Haul To Do-It-All
One of the top mistakes that a business makes when moving its top-level executives is to hire a non pack-and-haul moving company. Anchor takes care of every step of the moving process — packing, loading, hauling and unloading — so there are fewer people involved in the relocation of your belongings. We also refresh our team twice a year in the science of packing precision to ensure your belongings are packed with efficient organization and proper care.
3. Making Your Move Personal
When you’re moving to a new home, the last thing you want to deal with is any confusion or miscommunication from your moving company. When you partner with Anchor, you get one point of contact. Your Chief Moving Officer (CMO) has intimate knowledge of every detail of your move, so if you have a question or concern, you know who to call.
4. Experience, Period.
When it comes down to it, experience matters. You don’t want someone who’s new to the business handling your personal belongings and making the transition to your new household. Work with Anchor and you get drivers with an average of 17 years of experience and movers who have an average of 12 years in the business.
5. Anchored Price
The price we quote is the price you pay — no hidden fees or add-on charges. Simple and clear pricing, guaranteed.
When you’re moving your household, you need an anchor to stabilize the process and ensure a smooth transition. Let Anchor be your moving partner.
To partner with Anchor for a smooth executive transition, visit Anchor Moving Systems online or call 1-800-558-MOVE (6683) to speak with your very own Chief Moving Officer.
Your Executives Shouldn’t Dread The Relocation Process
Ask Your Movers These 5 Questions To Shed The Dread
When relocating your executives, you don’t want to risk subpar service with a less than adequate moving company. You need to partner with relocation experts who will go above and beyond to ensure a seamless, hassle-free move for your company’s most valuable resources.
Here are five questions to ask a relocation company to ensure you’re getting the most premium service and the highest level of moving expertise:
1. What is your Better Business Bureau rating?
Organized at the local level, Better Business Bureaus investigate and set standards for business practices, receive complaints of improper practices and conduct educational campaigns that alert the public to any deceitful or fraudulent methods.
BBB assigns grades from A+, being the highest, to F, which is the lowest score possible. This grade represents BBB’s level of confidence that the business is operating in a trustworthy fashion and will make a genuine effort to resolve any customer concerns filed with BBB.
While this rating is not a guarantee of the company’s reliability or performance, it’s an important factor to consider because it assesses the integrity of its business operations. As you know integrity is essential to a successful business relationship and, in this case, a pleasant relocation for your executives.
2. Do you carry workers’ compensation?
This might seem like a strange question to ask – you aren’t working for this company, so why should it matter? But it’s actually a very important detail to consider.
Moving is a physically demanding job and carries with it a significant risk for injury. If a moving company does not carry workers’ compensation, this shows that it does not value its employees. This is important for you to know because employees that are respected and well taken care of are much more likely to perform the level of service you need and expect.
In addition, it is an employer’s responsibility to cover work-related injuries while on the job with workers’ compensation. This safeguards you, the client, against a worker’s claim of negligence.
3. Are there any hidden fees or extra costs?
This is an unfortunate question to have to ask, but let’s face it — not all companies are completely transparent when it comes to costs and fine print. Asking this question up front has two benefits.
First, it forces the company to reveal all possible costs, because if they hit you with a costly surprise after you ask them point blank, they’re violating your justified expectations and the standards of “decency, fairness and reasonableness” — all of which make up a “good faith” business relationship.
The second advantage of asking the “hidden fees and extra costs” question is pretty obvious. Even if a company comes forth and admits that yes, they do have some not-so-transparent costs and not-so-revealed hurdles for you to jump, do you really want to do business with them? Doubtful.
4. How will you help make the move as easy as possible for my executives?
Your moving company should make it a point to convey that their services aren’t just about loading and unloading the truck. In fact, the moving process should begin months before that truck arrives and doesn’t truly end until long after everything is unloaded.
From prepping and packaging to settling into new spaces and unpacking, your moving company should be at your executives’ sides every step of the way to ensure a quick and seamless move. The movers should also be extremely well informed — that’s pretty obvious. But they should also go out of their way to provide you and your executives with a wealth of helpful information from start (months before the move) to finish (long after the truck pulls away).
5. Can I see your references?
Don’t be afraid to ask this question! Many people think it’s impolite to do so, but this couldn’t be farther from the truth. If a company is truly following through on the superb services it promotes, then anyone at that company would be more than pleased to share former clients’ contact information.
Speaking to a third party who was in your position, whether you’re an executive about to relocate or an HR manager coordinating the relocation, this will give you the clearest, most unbiased perspective of the moving company. And if that moving company really does perform superb service, then the words of their former clients will be reflected.
Choose a moving company that makes the move 100% about pleasing your executives. Long gone are the days of moving hassles and burdens — if you choose the right relocation company, that is.
To gain access to Anchor’s strategic services, moving mastery and commitment to quality for your executives, visit Anchor Moving Systems online or call 1-800-558-MOVE (6683) to speak with your very own Chief Moving Officer.