Moving sooner or later happens in almost any organization. The expansion of the staff, the desire to move to a more prestigious business center or the optimization of rental costs – these and other factors push companies to change locations on average every three years. Ocean Moving Company has accumulated considerable experience in organizing relocations, as well as its own statistics. Today we debunk the five most popular myths about moving an office.
MYTH 1: Repair in the new office is going to be finished on the 15th, which means you can plan the moving on the 16th.
The statistics accumulated by us over the years of work are inexorable – at least 80% of companies are faced with a failure to complete the repair deadlines. Moreover, the gap between the expected and actual dates averages from three to six months or more.
Monitor every stage of reparation, check the schedule literally every day. Do not schedule a day-to-day move with the completion of repairs. Put some backlash in the plan, at least 10-14 days.
MYTH 2: The cost of moving cannot be fixed.
Often there is an opinion that the final cost of moving will be known only upon its completion. Sometimes the carrier companies do indicate in the offer and the contract the cost per hour of work or the processing of a cubic meter of property, the final cost in this case can significantly differ from the estimated one. But there is also a fixed calculation option, in which the final cost of the relocation work is written in the documents.
To calculate the fixed cost of moving, provide the contractor with the most complete information: a subject list of property, a desired schedule, addresses, floors, conditions inside buildings, the availability of parking, etc. Make sure the resulting calculation
final and does not imply surcharges and the calculation was made not according to average values and basic tariffs, but exactly for your task.
MYTH 3: The move will for sure dragged out and interfere the work of the staff
In almost any circumstances, you can plan a move so as not to disrupt the usual rhythm of the office. For example, it is possible to carry out work in parts, organizing the move in stages – floors or departments. Specialists of the Ocean Moving Company can work in the evening or even at night, as well as on weekends and holidays.
After drawing up the optimal schedule, double-check that it is precisely entered into the contract. In addition, it is necessary to record the responsibility of the contractor for failure of meeting the deadlines.
MYTH 4: The main thing is that the property of the company is not affected and there are no more risks.
There is also a risk of conflict with third parties during the move. For example, damage to the decoration of the premises of a business center, the loss of property or non-compliance with the interests of other tenants. You must consider measures in advance to prevent such situations.
Make sure the carrier has a third party liability insurance policy. It will be useful to ask, for example, how the contractor is going to provide protection for the decoration of the business center. If there is no clear answer – this is an occasion to doubt the reliability of the selected company.
MYTH 5: All employees are ready to move, they will collect personal things themselves in an organized manner.
When organizing a move, timing is key. Personal belongings of employees must be collected strictly at the designated time. If your colleagues drag out the collection of their things and miss the time, pack not all of them or mark the boxes incorrectly, this will inevitably lead to unnecessary fuss during the move and a violation of the plan and deadlines.
Consider a packing schedule for personal items. Compose brief instructions for employees, familiarize all colleagues with them in advance. The best solution is to appoint a responsible person for this process in each office or department. Consult with the contractor, ask for help with instruction or compilation of a check list.
Moving is a rather complicated and troublesome task. But one does not have to get stuck on stereotypes and blindly believe myths. It is worth consciously approaching the organization of this process: to collect the necessary information, turn to colleagues from other companies for recommendations, and to several shipping companies for advice. Trust in your own experience and common sense, and then the move will be excellent.