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Beyond Planning: Avoiding Common Pitfalls when Executing Your Office Move

Beyond Planning: Avoiding Common Pitfalls when Executing Your Office Move

March 12, 2013 By King Office

Beyond Planning: Avoiding Common Pitfalls when Executing Your Office Move

When it comes down to project management, planning is only part of the equation. You can make lists all day, set up policies and procedures, and outline a plan of action, but if the project is not executed properly, you will not experience the desired outcome.

Office and facility moves are no exception to this rule. In our two previous posts, we outlined the importance of planning for your office move, and how at King Office Services, we engage our Certified Project Managers to help ensure that your office move goes as smoothly as possible. In this post, we will talk about how to avoid some of the common pitfalls when it comes to executing a successful office move.

Select the Right Vendor
Hiring the wrong vendor can jeopardize your entire move. Beyond asking for references, you should ask the vendor questions about their experience, and whether they have worked on projects of similar size and scope to yours. Make sure to take a site tour at the vendor’s offices so you can gain a better understanding of how they work. When speaking with references, ask specific questions about how the company handled their relocation, and what they did in specific scenarios such as moving technology and equipment, and set-up and storage, if applicable.

Maintain Control
Remain in charge of your relocation and don’t let your vendors run the show! Make sure that you have an internal point of contact that is coordinating communication between all vendors related to the office or facility relocation. When there is a schedule change, or anything else that might impact the timeline of the project, make sure that your internal contact is communicating that message to all affected vendors, so that everyone stays on the same page and disagreements are kept at a minimum.

Staff Appropriately
Recognize that you will need help, then recruit the right employees from within your organization to assist with the relocation. Select relocation team members based on their areas of expertise to ensure that everything from telephone systems and services to furniture and warehousing to records and storage, are handled appropriately.

Start Early
Office and facility moves can take months to execute, so don’t wait until the last minute to start planning. Rushing through the relocation process can cause your vendors to make mistakes, and this will jeopardize the success of your move. Make sure to hire your vendors and select your internal relocation team members, as soon as possible.

Don’t Rush
Almost as bad as starting late with the execution of your relocation, is compressing the schedule. Make sure you allot an adequate amount of time for each of your vendors to execute their role in the relocation of your office or facility. Reducing the amount of time available to perform their services will impact your vendor’s quality of work, and may increase costs due to overtime and rush fees.

Budget Accordingly
Many companies make the mistake of not budgeting in advance of their relocation, and if they do, some will set arbitrary budgets that are often unrealistic. Make sure you look at all aspects of your relocation budget in advance, including moving and packing services, fees for disconnecting and hooking up new phone, utilities and other technology services, and consulting fees for your vendors.

Poor communication will ruin your chances of executing a successful move. You must keep your relocation team members, employees and vendors in the loop at all times regarding your relocation. It is also important to notify customers and suppliers, when appropriate, about the relocation so that they are prepared on how to do business with you during and after your move.

For more information on how to execute a successful office move, and avoid common pitfalls that can derail your efforts, go to the King Office Services Website and download the “The 7 Deadly Mistakes of Office Moving.”

We hope that you will consider King Office Services for your next office, manufacturing or facility move. To learn more about our services, visit the King Office Services Website.

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