Here at Cubicle Network, we know just how challenging a corporate move can be--we also know planning and an eye for logistics can make it easier. Any company anticipating a corporate move has a lot on its plate. Offices must be packed, equipment and other assets stored and protected--all while maintaining confidentiality standards. Fortunately, we have a comprehensive list that can help you manage the move out.
Establish move captains. Established hierarchies within divisions or departments already exist, so delegate responsibilities to individuals in charge, allowing your division leader to create other sub task forces that share the load. Distribute move packets to employees containing clear directives and any paperwork/forms that will be needed to track or document important items.
Clean it up. It's time to purge files, documents (both electronic and paper), and supplies. Abide by your record retention policy and discard where needed. Determine what supplies you'll be taking with you (e.g. pens, markers, sticky notes, etc.) and set those aside. Direct employees to empty all file cabinets (even common use file cabinets) and drawers.
Pack it up. After you acquire crates and packing materials, you'll distribute these to employees and request they fill them. Avoid overfilling crates so they can be stacked safely, and be sure to advise employees to observe proper lifting procedures. All desk drawers and overhead storage should be emptied and packed into moving crates.
Label clearly. We recommend pre-printing and color coding labels on all items that will be moved. Have a contact person who can provide additional labels if needed. Labels should be placed on both ends of all crates.
Equipment must be labeled, too. Direct employees to label their keyboard tray and desk phone, headset, and any peripheral devices/equipment. Items like laptops, cell phones, tablets, chargers and personal items need to be taken home with the employee by a deadline. Remind employees to unlock docking stations, too.
Guard confidentiality. It's a good idea to avoid mixing confidential and non-confidential materials as your company packs. All confidential items need to be securely packed, and some companies wisely create "confidential tracking forms" to distribute to employees in their move packets. Zip ties and numbered seals could also be provided, depending on the nature of the data you are protecting.
As moving day nears, last minute checks keep work flow running smoothly. We recommend a moving week checklist or sign-off sheet that is turned in to your move captain by a fixed deadline. Checklists might also include:
- Keys Have employees left all keys at the existing location? All furniture keys should be left in their locks; door keys should be left in the matching door lock.
- Safety/confidentiality reminders
- Closed room check
- Total number of crates or boxes being moved
- Confidentiality / safety final check (all paper is removed from shelves, top of desks, etc.)
- Notifying customers/clients of new contact information
- Removing personal items (along with any hand-held electronics)
- Consider requiring "empty" signage on office doors/stations and cabinets.
Moves can be a challenging part of business growth, but with proper planning, moves can also be efficient and headache free. If you have questions about how we can help take care of your corporate move, give us a call!