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OfficeSpace.com's Move Guide

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Chapter Two - Three Months Before the Move

Now that the decision to move has been made, where do you begin? This chapter, Three Months Before the Move, lists topics that need to be attended to first and foremost. Although the brunt of your work falls within this time period, by choosing a Move Leader and Moving Team now and following the sample blueprints (models of your office layout), calendars, and checklists, you will be able to efficiently plan and delegate responsibilities.

  1. Choosing a Move Leader
  2. Choosing a Moving Team
  3. Selecting a Target Move-In Date
  4. Holding Your First Moving Team Meeting
  5. Preparing for Your First Company Moving Meeting
  6. Establishing a Formal Employee Relocation Policy
  7. Holding Your First Company Moving Meeting
  8. Placing a Purchasing Hold on Stationery and Inventory
  9. Tracking Moving Expenses
  10. Ordering a New Telephone Book and Telephone Line
  11. Saving Boxes
  12. Organizing Accounting Records
  13. Hiring an Interior Designer
  14. Moving Companies
  15. Using Blueprints to Help You Plan

1. Choosing a Move Leader.  If you will not be leading the move, the first order of business is choosing an employee to be in charge of overseeing all areas of the move. The Move Leader should have excellent communication and organizational skills and have a good rapport with all employees. The Move Leader should be prepared to report on the move's progress in staff meetings, field questions from employees, delegate responsibilities by forming moving teams to manage certain aspects of the move, act as liaison between movers, builders, decorators, and others, and make sure everything is running on schedule. The Move Leader is responsible for personally managing or delegating all responsibilities not associated with the moving team managers listed below.

2. Choosing a Moving Team.  The Move Leader will need to designate a Moving Team to manage various aspects of the move. The following Moving Team managers will be referred to throughout this guide. You may not require all of these managers or may think of others that are relevant to your business. Smaller companies may be able to assign one person to oversee several of these areas.

A sample Moving Team Organization Chart which lists this guide's moving team managers and their responsibilities is available by clicking here. You will also find a Word chart for you to download and customize to your company's needs. Once complete, distribute copies at your first company moving meeting and post the chart so employees will know who is managing each area.

  • Floor Space & Office Layout Manager - This manager is in charge of mapping out all office, work and common areas, and parking space assignments. He or she is also responsible for answering the questions: Will everything fit? Where will it go?
  • New Office Furniture & Equipment Manager - This manager should work closely with the Floor Space & Office Layout Manager and Budget Manager in purchasing new furniture and office equipment if necessary. He or she is also responsible for having a complete listing of all furniture and equipment before moving.
  • Electrical, Telephone & Computer Manager - This manager is responsible for planning the electrical system, telephone system, and computer systems. He or she is also responsible for supervising the transportation of telephone and computer equipment.
  • Color-Coding Manager - This manager is responsible for establishing the color-coding system for labeling boxes, equipment, and furniture, and posting color-coded signs at the new site before moving.
  • Warehouse & Inventory Manager - This manager is responsible for planning the effective use of new warehouse space and for supervising the moving of inventory.
  • Common Areas Manager - This manager is responsible for the packing and moving of common areas such as copy or file rooms, lunchroom, conference room, lobby, rest rooms, etc.
  • Plants Manager - This manager is responsible for transporting and purchasing new office plants and choosing locations for plants.
  • Decorating Manager - If you choose not to use the services of a professional interior designer, this manager should work closely with the builders and the New Office Furniture & Equipment Manager in making interior decorating decisions.
  • Morale Manager - This manager is responsible for the morale and motivation of employees throughout the move by promoting contests and other team-spirit-lifting events. The Morale Manager is also responsible for your going-away party, after-the-move party, and for having refreshments and food on hand at both the old and new sites on moving day.
  • Employee Relocation Manager - This manager will function as the administrative authority responsible for implementing a formal relocation policy if your move causes employees to also relocate. He or she will supervise all aspects of employee relocations.
  • Budget Manager - This person is responsible for reporting and analyzing the company's present and future financial position, projecting moving and future business costs, and formulating a budget for the move. Most moves are more expensive than planned and this manager needs to make sure expenses don't get out of control.  Return to Top

Copyright Notice. Portions of OfficeSpace.com's Moving Guide have been reprinted with permission from The Small Company Moving Guide, authored by Diane Touleyrou.


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