A systematic plan is critical to successfully completing a relocation or expansion project with minimal disruption, regardless of the size of your business.

When adequate time is allowed for the planning process, the potential for confusion, conflict, and cost overruns is greatly reduced.

The following steps offer guidance for a successful transition to your new environment.

The Plan: 8 to 12 Months Prior
Designate a project leader and move team and schedule planning meetings.
Relieve your designated project leader of as many current responsibilities as possible to focus on move planning.  This is a major responsibility, and there are many activities and decisions requiring someone's full attention.

Your move team can consist of two or, ideally, no more than three individuals who regularly meet with the designated project leader to oversee the move plan, calendar action items and delegate responsibilities. The earlier everyone is involved, the more likely the overall plan will be successful. Plan to include professional consultants such as leasing agents, architects, interior designers, space planners, etc. when appropriate.

Select a broker.
If your lease is going to expire within the next 12 months, you should be thinking about starting to plan for a move.  At this time, start interviewing brokers. Talk to them, get to know them.  Choose someone you feel you will be able to work closely with for the next year.  Select someone who is reputable, hardworking, and most importantly, trustworthy.

Discuss telephone system.
Do you need a bigger/better system, or do you plan to move your existing system? If buying new, send out requests for proposals (RFPs) to several vendors.  Compare systems. Set up demonstrations with vendors.  Review their overall service capabilities.

Evaluate using old furniture versus buying new.
Make a determination as to whether or not you will be moving your existing furniture or buying new. If the latter, begin interviewing furniture dealers. Review their overall capabilities.  Are all services (space planning, furniture recommendations and ergonomic considerations, technology integration, installation, etc.) offered under one roof?

The Team: 6 to 9 Months Prior
Select and secure new space.
With a firm grip on the desired general location and guidance from your broker and space planner, you are equipped to secure a place that will accommodate your needs and projected growth.  There are a multitude of considerations, depending on your business.  Some things to consider may be freeway access and visibility, adjacency to current location, employees’ homes and other business partners to name a few.  Your broker will discuss these and other issues in their site analysis. Meet with the new landlord to discuss your move-in schedule. Set the new lease’s commencement date as close as possible to the expiration date of your old one.

Gain access to new building.
Secure an agreement with owner and/or occupant to allow on-site access by      designers, contractors, suppliers, consultants, etc.

Select your contractor.
For assistance in selecting the general contractor who will build out your space, ask your broker, designer or developer for referrals.  Consider calling other facility managers for referrals.  Review credentials of all contractors bidding on the build-out of your space.  Tour spaces they have recently completed and talk to their clients.

Choose a space planner/designer.
By contracting with professionals who specialize in balancing function, space and aesthetics, your new environment has the best potential to address your needs. A planned environment is a productive one. Careful preparation for your new office will make the most of every square foot of workspace, increase company morale and productivity.

Develop and finalize the facility plan.
Team your task force with your space planner/designer to solicit and evaluate staff input relative to current problems, needs and “wish lists”.  Design a plan to accommodate the findings and to address projected growth within the boundaries of a pre-determined budget.

Advertise and interview for any additional needed staff.
Begin the process early, allowing time to be selective in securing the best-qualified people possible.

Investigate yellow page advertisement deadlines and calendar.
Placing your new telephone number and address in yellow page advertisements requires contacting your telephone company and your long distance carrier to transfer service.

The Lease Space: 3 to 5 Months Prior
Secure a full-service office furniture dealership.
Begin negotiations of contract pricing on your furniture specifications. Remember that negotiating a price is always better than putting your package out to bid for the lowest possible price. Why? Because the package is put out to bid, you’re shopping for price only. Service levels will be compromised in an effort to keep the price down.  Remember that service is the key issue in making a project a success. By negotiating, you get the best of both worlds: good price and good service.

Select interior finishes.
With your dealer/design firm, begin the interior specification process for wall coverings, paint, carpet – in general, all interior elements.  Stay with standard products (no customs) where possible.  Your contractors will need this information to bid on the project. Get approvals on non-standard specifications before you begin.

Update your project calendar.
Know how long your furniture takes from time of order to delivery, and track those dates. (There is nothing more frustrating than moving in, only to find your new furniture has not yet arrived.)

Finalize move details.
Determine now which of your task force members will be responsible for the anticipated duties and deadlines of Phases 4 and 5.

Outline and schedule any property improvements.
Request a construction schedule from the general contractor. Begin space build-out.  Plan to walk your space at least twice a week until move-in with your construction foreman and a representative from your design firm to review work done to date.  Check for problems and delays.  Unless absolutely necessary, avoid change orders which result in delays and cost overages.

Follow-Through: 2 Months Prior
Place orders furniture and equipment.
Order new furnishings, computer and office equipment, and telecommunications system. Consider leasing versus purchasing.

Transfer services.
Arrange telephone and electrical/gas services switchover transfer dates. Confirm overlap timeline required for construction at new site.

Install interior finishes.
It is vital that the carpeting, painting, and wallpapering be completed before the building has been occupied.  Allow sufficient time to coordinate contractors.

Select mover and schedule move date(s).
Interview moving companies.  Check credentials.  Talk to three customers the companies have moved recently about satisfaction levels. Ask movers for a suggested itinerary for move-in and a list of equipment to be used.  Evenings and weekends are usually more expensive, but may be worth the extra cost to avoid weekday business activity interruptions.

Reserve facilities.
Schedule freight elevators, docks, parking, etc. for your use during the move at BOTH locations.

Order new forms, cards, stationery, signage, etc.
Now is a good time to consider redesigning and ordering company-related graphics: logos, signage, forms, identity package, web page, etc.

Advertise. Notify clients of move.
Seek newspaper coverage, and consider publishing a flyer or mailing postcards announcing your change of address.

Address “housekeeping” issues.
Arrange for new coffee and plant services and artwork decor.

Implementation: 1 Month to 1 Week Prior
Review timeline and schedule.
Meet as a group with all vendors to go over scheduling, move-in requirements, questions, etc.

Install furnishings, equipment, telecommunication system and signage.
Your move coordinator should plan to be situated on-site to receive, inspect and sign-off deliveries.

Inform personnel.
Publish new building operations procedures and distribute to staff.  This is a “must” for security personnel and a helpful guide for other staff members.

Plan a company-wide “clean out” day.
Archive or dump old files, catalogs, etc.  Designate specific areas for recycling with instructions on what to recycle.  Make sure an extra temporary dumpster has been ordered to handle the excess.

Dismantle, pack and label equipment.
Create a standardized move method plan.  Identify a master checklist to record box contents, furniture and equipment. Assign packing duties, purging files when possible.

Occupy building.
Technically, occupation occurs on the lease agreement commencement date. Gain licenses and public occupancy permits.  Don't wait until the last minute as regulations and document processing times vary between cities and counties.
Move.

Settling In

Organize.
Give yourself and staff time to arrange workspace belongings.  Put all the finishes touches in place throughout your company’s new environment.

Celebrate with a GRAND OPENING and enjoy!