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Tips for corporate moves

Yritysmuutto

Preparations

Careful planning will make your move a whole lot smoother, allowing your company to remain functional throughout the process. The move itself will be carried out cost-effectively, quickly and safely.

Preparation begins with a moving plan to time the move optimally considering the business. It will also help to schedule the different phases of the move. It should also be decided whether responsibility for coordinating the move will be given to a specialized company or whether there is a person within the company who has the required experience and time to manage the entire process. 

  • Selection of a move coordinator
  • Timing of the move
  • Scheduling of different phases
  • Selection of contact persons
  • Selection of a moving company

The service provided by a moving company may include a project manager, a moving van, movers, moving boxes and also possibly packing and unpacking services. It is important to make sure that the company has experience in corporate moves. The moving company will assess the number of moving boxes needed and provide packing and protection instructions and materials. You can also agree on furniture assembly with them. With regard to the new premises, you should ask a moving company representative to do an assessment visit as early as possible.

Information required by a moving company:

  • Size of old and new premises (square metres)
  • Number of offices
  • Number of personnel
  • Amount of goods to be packed by the moving company
  • Floor plans and routes
  • Room and storage unit numbers
  • Papers, mixed municipal waste and hazardous waste to be disposed of 

Information to employees:

  • Where and when the company is moving
  • Location of the employee’s own workstation, its number and floor
  • Storage spaces in the new location
  • What needs to be done and by when
  • Contact person regarding the move
  • Transportation, parking spaces
  • Services in the new premises

During the move

The company’s coordinator and the moving company’s manager will agree on the coordination of the move. The customer is responsible for ensuring that the routes as well as loading and unloading areas are available. The customer is also responsible for protecting floors and other surfaces for the duration of the move, unless otherwise agreed.

The floor plan of the new premises with the locations of the employees’ workstations should be taped in the entrance lobby. A specific furniture plan should be attached at the door of each room so that the furniture will be immediately placed where it belongs.

Move coordinator’s checklist

  • Provide information regularly to everyone involved
  • Inform the representative of the premises regarding the date and time of the move
  • Request quotations from different moving companies
  • Reserve an adequate amount of proper packing materials
  • Order suitable waste containers
  • Make an inventory of the existing furniture and plan additional purchases
  • Acquire floor plans including the furniture to be used
  • Take care of electricity contracts
  • Take out moving insurance
  • Check data network and connection matters and order the transfer of connections
  • Check the measures related to the transfer of servers and printers
  • Sort through items to be disposed of and recycle unwanted furniture and other items
  • Notify Posti of the change of address
  • Inform customers and other stakeholders of the move

 Moving one’s workstation

Each moving box and item to be moved (cabinets, tables, boxes, chairs, screens, workstation) must be clearly marked with a label to ensure that the moving company will be able to place them where they belong. Use a marker to write clearly the new “address” of the items, i.e. the workstation number, floor and your name. For example: “Workstation 45, 5th floor, Emma Employee”.

When packing moving boxes, you should not overfill them. Only pack the boxes up to the handle openings. Do not leave loose papers on top because wind may blow them away.

A maximum of four packed boxes can be stacked.

Moving checklist

  • Sort through items to be disposed of and recycle unwanted furniture and other items
  • Start packing well in advance
  • Pack the boxes correctly
  • Use cage trolleys for large items
  • Disconnect the cables of IT devices
  • Pack important documents in lockable moving boxes
  • Lock furniture doors and drawers with a key or use packing tape/stretch film
  • Protect pictures and mirrors with bubble wrap and write "fragile" on top
  • Protect sensitive furniture with corrugated board or bubble wrap
  • Number and label all moving boxes
  • Number and label all furniture as well as your screen and workstation

 Niemi wishes your company a smooth move!