Service Proposals

Our coordination services are structured to address the specific challenges of commercial office relocations. Each service area focuses on a distinct aspect of the move while integrating with the overall relocation plan.

Logistics Planning and Coordination

Logistics coordination forms the foundation of any commercial move. This service covers the physical movement of all materials from the current location to the new space.

Inventory Management

We create comprehensive inventories of all items being moved, including furniture, equipment, supplies, and materials. Each item receives labeling that indicates its destination location in the new office. This systematic approach prevents confusion during unpacking and ensures items arrive where they are needed.

Transportation Coordination

We plan transportation logistics including vehicle scheduling, loading sequences, route planning, and timing. The goal is to move materials efficiently while minimizing disruption to business operations. For larger relocations, we may coordinate phased moves that allow portions of the business to continue operating during the transition.

Space Planning

Before the move, we work with your team to plan the layout of the new space. This includes determining where departments will be located, how workstations will be arranged, and where equipment and storage will be positioned. Having this plan in place before move day ensures efficient placement of items as they arrive.

Operational Timeline Development

A realistic, detailed timeline is necessary for coordinating all aspects of a commercial relocation. This service focuses on creating schedules that account for dependencies, resource availability, and business continuity requirements.

Critical Path Planning

We identify critical activities that must be completed before other tasks can begin. This includes activities like technology infrastructure setup, furniture assembly, and safety inspections. Understanding these dependencies allows us to sequence work efficiently and identify where delays would have the most impact.

Milestone Tracking

The timeline includes specific milestones that mark the completion of major phases. These milestones serve as checkpoints to verify progress and identify any areas falling behind schedule. Regular review of milestone achievement helps keep the project on track.

Contingency Planning

We build buffer time into the schedule for unexpected delays or complications. This contingency planning includes identifying alternative approaches if primary plans encounter obstacles. Having these alternatives prepared in advance prevents small problems from becoming major setbacks.

Technology Infrastructure Transition

Technology systems require specialized handling during relocations. This service coordinates the technical aspects of the move to minimize downtime and ensure systems are operational when staff arrive.

IT Assessment and Planning

We work with your IT team or external IT specialists to assess the current technology infrastructure and plan its relocation. This includes servers, network equipment, phone systems, workstations, and any specialized equipment your business uses.

Disconnection and Reconnection Coordination

Technology equipment must be disconnected, transported, and reconnected in a specific sequence to maintain data integrity and minimize downtime. We coordinate timing with IT specialists to ensure this work happens at appropriate times and in the correct order.

Testing and Verification

Before employees begin working in the new space, we coordinate testing of all technology systems to verify functionality. This includes network connectivity, phone systems, printers, and any business-specific technology. Identifying and resolving issues before staff arrival prevents productivity loss.

Internal Communication Management

Clear communication keeps all stakeholders informed and aligned throughout the relocation process. This service ensures employees, management, and external partners have the information they need.

Communication Plan Development

We create a communication plan that specifies what information will be shared, when it will be shared, and through what channels. This plan addresses different audiences including executive leadership, department heads, general staff, and external stakeholders like clients or vendors.

Regular Updates

Throughout the relocation process, we provide regular status updates that inform stakeholders of progress, upcoming milestones, and any changes to plans or timelines. These updates help manage expectations and allow people to prepare for their role in the transition.

Issue Communication

When problems arise, we communicate them promptly along with proposed solutions. Transparent communication about challenges builds trust and allows stakeholders to provide input on important decisions.

Vendor Management and Oversight

Commercial relocations typically involve multiple service providers including moving companies, IT specialists, furniture installers, and potentially others. This service coordinates these vendors to ensure quality work and adherence to schedule.

Vendor Selection Support

If needed, we can assist with selecting appropriate vendors for various aspects of the relocation. This includes gathering proposals, evaluating capabilities, and making recommendations based on your specific requirements.

Coordination and Scheduling

We coordinate the work of different vendors to ensure they complete their tasks in the proper sequence and without conflicts. This includes scheduling access to both the old and new locations and managing any dependencies between different vendors' work.

Quality Verification

We verify that vendors complete their work according to specifications and timelines. This includes checking furniture assembly, equipment placement, and technology setup to ensure everything meets expectations before final acceptance.

Post-Move Support

The coordination process does not end when the physical move is complete. This service provides follow-up support to address any remaining issues and ensure a complete transition.

Issue Resolution

We track and coordinate resolution of any problems identified after the move. This might include furniture adjustments, technology troubleshooting, or addressing items that were damaged or misplaced during the move.

Final Verification

We conduct a final walkthrough to verify that all aspects of the relocation are complete and all systems are functioning properly. This verification provides closure to the project and confirms that the new space is ready for full operation.

Documentation

We provide documentation of the completed relocation including final inventories, vendor performance notes, and lessons learned that may be valuable for future relocations or space modifications.