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Planning Stage |
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Study current operations, determine
five year growth plan |
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Develop alternative sites
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Evaluate and select sites |
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Negotiate the lease or
purchase of the new space |
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Select an architect or
designer to plan and build the new space |
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Design the new facility
layout |
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Establish a tentative
move date |
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Asset
inventory all existing furniture in your office |
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Arrange
a walk-through of the new space with your realtor, the construction
foreman, your designer, the new landlord and /or your real estate
attorney |
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Arrange
to purge as much as possible |
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Assign
a committee to review the new neighborhood eating establishments,
banking, shopping, etc. |
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Clarify
move-in policy with your new building |
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Throughout Your Move |
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Keep carefully
records! Secure all invoices for service and check them as needed
against your copies of the paperwork and your records |
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Manage
all service providers, check start and finish time rosters, etc. |
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3 Months Before Your Move |
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Determine new furniture requirements |
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Study at
least three furniture dealerships and the lines they represent |
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Determine
communications requirements: new phone system, security, paging,
etc. |
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Study at
least three telephone vendors and the products they represent |
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Review your
long distance service, now is the time to evaluate all these areas |
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Order new
furniture 9 to 10 weeks prior to move in date |
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Order your
new telephone 9 to 10 weeks prior to move in date |
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Secure
new phone number and address, place order for letterhead, business
cards, envelopes, business forms, etc. |
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Determine
what to keep and what to do with the rest - e.g. sell it, donate
it, and distribute it to other offices |
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Arrange
for telephone service at the new site |
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Outline
service requirements and develop specifications for movers, installers,
cablers, etc. |
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Set up
walk-throughs, site visits and interviews with potential service
providers |
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Secure
bids, compare apples to apples, and check references and insurance |
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Select
and assemble the team of service providers that you will work with |
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Establish
the schedule for pre-move service meetings; encourage team effort
and cooperation between all vendors |
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Outline the schedule for each
vendor; try to provide a specific window for these services |
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2 Months Before Your Move |
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Get change
of address cards made, possible one for customers and another one
for vendors - allow 6 to 8 weeks for subscriptions, etc. |
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Check
all lease and maintenance agreements for copiers, computers, postage
equipment, etc. |
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Conduct
employee orientation meetings, discuss amenities in the new building
e.g. parking, lighting in the parking area, security |
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Determine
the claim process, in case it is necessary |
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Establish
a method to allow your employees to make suggestions, requests,
complaints, etc. |
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Plan
an open house for all customers, clients, vendors, etc. to show
off your new office |
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Determine
union jurisdictional challenges, if any |
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Arrange
to have all voice and data pre-cabled |
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Secure
a certificate of insurance from all vendors |
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3-4 Weeks Before Your Move |
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Notify
utilities of your new address: telephone, electric, water, gas,
cleaning service, etc. |
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Schedule
a pre-move meeting with your employees to review preparations, e.g.
parking, schedule, procedure, etc. |
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Send
out announcement cards. |
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2 Weeks Before Your Move |
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Arrange
the cut over of your phone service |
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Arrange
for a recorded message with the phone company for at least 6 months |
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Review
move plans with your employees, e.g. schedule, procedures, etc. |
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Assign
packing tasks |
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Determine
heavy traffic areas on move day and arrange with vendors to provide
adequate protection |
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Confirm
that all office equipment is prepared properly for the moves, e.g.
computers, copiers, fax machines, printers, postage equipment, etc. |
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Determine
that adequate insurance is in place and sign for it |
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1 Week Before Your Move |
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Confirm
the move schedule with your current and new building managers |
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Secure
exclusive elevator service for the move |
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Secure
adequate parking for the trucks |
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Review
new policies with all employees, e.g. smoking policies, etc. |
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Assign
move coordinators to assist with furniture placement on move day |
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2-3 Days Before Your Move |
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Accept
the new space as substantially complete |
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After Your Move |
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Schedule
training sessions for all your new phones |
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Make
necessary arrangements to have all cartons and debris removed within
one week of the move |
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Be sure
to have copiers serviced and cleaned after the move |
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File
claims if necessary |
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