One of the most difficult aspects of planning a corporate move is organization. In most cases, one person will be placed in charge of coordinating the move and must find a way to organize every aspect of the move that does not lead to companywide confusion. By taking the time to create an organization plan and stick to it, individuals tasked with facilitating a corporate move are more likely to remain on schedule and on task. Below are some useful tips on how to organize an office relocation.
Clearly labeled boxes and packing equipment will prevent inter office mix-ups when it’s time to unpack. For example, important accounting files can be marked with green labels, and human resources files can be marked with red. Computer equipment and office furniture can be marked with unobtrusive “toe tag” style labels, clearly stating the user of the equipment and where in the new location the item should be placed. The less time employees have to spend trying to find lost files or equipment, the quicker they can get back to doing their actual jobs.
The person in charge of coordinating the office relocation should remember to maintain meticulous records of receipts, invoices, and contracts relating to the move. If a dispute arise between the company and third party contractors, the move coordinator will be expected to rapidly produce important documents, communicate with the contractor, and fix the problem as quickly as possible. When important documents and contracts get lost, companies may be unable to recoup certain losses and may be forced to invest even more money in order to see the issue resolved.
Lastly, digital content must be organized as carefully as physical property. Computer files and hard drives must be backed up before any peripherals are unplugged and stored so they remain accessible during all phases of the move. In the event that primary files are lost, the backup file should be capable of returning the business to normal operations within a matter of minutes.