The coordination process begins with understanding your specific situation. We meet with your team to learn about your business operations, current space, new location, and the challenges you anticipate during the relocation.
We collect information about your current office including square footage, number of workstations, specialized equipment, technology infrastructure, and storage requirements. This inventory forms the basis for planning the logistics of the move.
We also discuss your timeline constraints, budget parameters, and any business continuity requirements that will affect how the relocation is scheduled. Some businesses can close for a weekend to complete the move, while others need phased transitions that maintain partial operations throughout the process.
We visit both your current location and the new space. At the current location, we assess logistics challenges like elevator access, loading dock availability, and parking restrictions. At the new location, we evaluate the readiness of the space and identify any preparation work needed before move-in.
We identify who needs to be involved in planning and decision-making. This typically includes executive leadership, department heads, IT managers, facilities personnel, and sometimes representatives from HR or finance. Understanding the decision-making structure helps us communicate effectively throughout the project.
With assessment information gathered, we develop a comprehensive relocation plan. This plan addresses all aspects of the move and serves as the roadmap for execution.
We create a detailed timeline that sequences all activities in the proper order. This includes preparation tasks, the physical move, technology setup, and post-move activities. The timeline identifies dependencies where certain tasks must be completed before others can begin.
We build contingency time into the schedule to account for unexpected delays. The timeline also specifies milestones that mark the completion of major phases, providing checkpoints to verify progress.
Working with your team, we plan the layout of the new space. This includes determining department locations, workstation arrangements, meeting room allocation, and storage placement. We create floor plans that show where items will be positioned, which guides the placement of materials during the move.
We plan the physical logistics of transporting materials from the old location to the new one. This includes determining what transportation resources are needed, planning loading and unloading sequences, and identifying any special handling requirements for delicate or valuable items.
We develop a communication plan that specifies what information will be shared with different audiences and when. This ensures employees know what to expect, when to pack their workspaces, and what their responsibilities are during the transition.
We identify potential risks that could affect the relocation and develop mitigation strategies. This might include backup plans for vendor failures, approaches for handling technology issues, or alternatives if timeline delays occur.
Before the actual move, significant preparation work takes place. This phase ensures everything is ready for efficient execution when move day arrives.
If you do not already have vendors selected, we assist with gathering proposals and evaluating options for moving companies, IT specialists, furniture installers, and other service providers. We help you understand the capabilities and pricing of different vendors to make informed decisions.
We create detailed inventories of all items being moved. Each item receives labels indicating its destination location in the new space. This labeling system prevents confusion during unpacking and ensures items arrive where they are needed.
We coordinate with IT specialists to prepare technology systems for relocation. This includes backing up data, planning the disconnection sequence for equipment, and preparing the new location's technology infrastructure to receive equipment.
We verify that the new space is ready to receive your operations. This includes confirming that any construction or renovation work is complete, utilities are connected, security systems are functional, and the space has been cleaned.
We work with your internal communication team to inform employees about the upcoming move. This includes instructions for packing personal items, expectations for move day, and information about the new location.
During the actual relocation, we provide active coordination to ensure all activities proceed according to plan and problems are addressed quickly.
We maintain presence at both locations during the move to coordinate activities, answer questions, and make real-time decisions as situations arise. This direct oversight ensures work progresses efficiently and any issues are resolved immediately.
We coordinate the work of different service providers to ensure they complete tasks in the proper sequence without conflicts. This includes directing movers, coordinating with IT specialists, and overseeing furniture assembly.
As work is completed, we verify quality and correctness. This includes checking that items arrive at their designated locations, furniture is assembled properly, and equipment is positioned according to the space plan.
When unexpected issues arise, we assess the situation, develop solutions, and implement corrective actions. Our experience with relocations allows us to handle problems efficiently without derailing the overall schedule.
We maintain communication with your leadership team throughout the move, providing status updates and informing them of any significant issues or changes. This keeps stakeholders informed and allows them to make decisions about their business operations.
After the physical move is complete, we provide follow-up support to address remaining issues and ensure a complete transition.
We coordinate testing of all systems to verify functionality. This includes technology systems, phone systems, security systems, and any specialized equipment your business uses. Identifying and resolving issues before full operations begin prevents productivity loss.
We track and coordinate resolution of any problems identified after the move. This might include furniture adjustments, technology troubleshooting, missing items, or damage claims with vendors.
We conduct a final walkthrough with your team to verify that all aspects of the relocation are complete and the space is ready for full operation. This walkthrough provides an opportunity to identify any remaining items that need attention.
We provide documentation of the completed project including final inventories, vendor performance notes, and a summary of the relocation process. This documentation may be valuable for future relocations or space modifications.
We discuss what went well and what could be improved if you undertake another relocation in the future. This reflection helps you understand the process better and provides insights for future planning.
Contact us to learn how this process applies to your specific situation
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