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Content below provided for your information and guidance only.
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| Labelling |
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| The labelling is the responsibility of every employee and the importance of this procedure cannot be stressed enough. Any over sights could have detrimental consequences to the effectiveness of your move. |
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Agree the labelling conventions at your planning meeting:
- It may be necessary to draw up an individual plan for each room if there are a large number of cellular offices or if floor areas are large
- All items to be moved, are required to be labelled with the room and position numbers on each label and must correspond with the floor plan
- Each item of furniture or equipment must be labelled ensuring the label is in the correct position
- The floor plans, workspace plans, and the IT and telephone systems must tie in with your floor plans
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| Brief staff |
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Understanding the timetable for shutting down before hand is essential to the move being as free flowing as possible. Most businesses move during the weekend. Briefing staff before the move is key. Organise your team to plan and agree the following:
- The moving day arrangements
- Labelling convention
- Responsibilities of the packing plan
- Equipment de-commissioning and re-commissioning
- Timetable of move
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| Storage and disposal |
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Unwanted supplies and equipment for storage, disposal or re-cycling will need to be identified by each department. The labelling plan can be extended to include these. Once items have been identified for removal Crest Commercial Removals will arrange disposal upon request or as arranged during the initial consultation.
A list of items not to be moved should be prepared to indicate to your removals teams have a checklist to refer to on move day.
Crest Environmental Waste Disposal Services are certificated with the Environment Agency. The initial consultation is the ideal opportunity to discuss this. |
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| Clearing Out |
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This is an opportunity to have a good clear out, so:
- Organise a ‘de-clutter’ day in advance. Issue large plastic bags to staff for the disposal of unwanted files and stationary
- Extra assistance is available through Crest portage service, to help with moving items and clearing work areas if requested in the consultation
- Lock all drawer type filing cabinets safeguarding and labelling the keys
- Back up all computer files that are required
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| Packing up |
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Employees generally pack individual workstations, however, Crest Commercial Removal Services advise other items to be packed professionally to ensure health and safety procedures are adhered to at all times
- Reduction of down time
- Archive material should be identified and packed in advance
- Several days prior to the move day, crates will be delivered to allow time for the packing of working areas
- For confidential documents, personal records, accountancy files, discs, and sensitive information - security crates should be supplied
- Empty crates are delivered in stacks of 10, nested into one another for space economy
- Crates can be used for the packing of most office items – files, paper work, books, desk and contents. Crates hold approximately 2 feet of filing or the equivalent of a drawer of a four-drawer filing cabinet
- Crates should never be placed on desks
- Delicate items can be wrapped before placing in the crate
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| Day of move |
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This day is crucially about action and requires various interrelated tasks executed within a tight timescale:
- Communications: staying in touch is essential to all involved in the move so where possible everyone should have a mobile phone to hand
- Appoint team leaders to interact with each other on behalf of all employees to ensure a successful move
- It is important to reach somebody who is authorised to take any decision that needs to be made – so get a decision!
- Security briefing: remember to brief all your suppliers, contractors and staff regarding security considerations and arrangements
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| Unpacking |
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Every company would like a non-problematic move for their employees. This enables the functionality of the company to be consistent with production. Crest Commercial Removal offers post-move assistance through to up and running again – to see the process goes as smoothly as possible for you which include:
- Unpacking and restoring files and filing systems
- Technicians available on request at consultation stage to co-ordinate moving or repositioning of desks and office supplies
- Unpacking, stacking and clearing crates to holding areas
- Crated hire reconciliation to avoid incurring extra charges
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| Waste |
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Packing and unpacking boxes and crates can produce much rubbish, with protective packing materials around equipment generating much of this waste.
Special arrangements may need to be in place for the disposal of such waste for after the move. Crest Commercial Removals are happy to be of assistance regarding this. |
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| Testing your equipment |
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| Once the move is complete, your equipment should be tested. Items such as telephones, machinery should be tested at the earliest point after the move. In addition to getting your IT specialists to check computer equipment, consider organising a specialist to check equipment and machinery such as an electrician |
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| Crates |
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| Unforeseen charges for crates after the move can be avoided, make sure your crates are all unpacked as soon as is practicable. They should be recorded and stored. It may be easy to lose track of the crates, which will incur extra costs if this task is overlooked. |
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| Counting crates |
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- The agreement for crate hire will specify a delivery date, a return date prior to the move date.
- All employees should understand the deadline date for the return of the crates. Being aware that everything is to be unpacked before this date will reduce the extra costs of crate hire
- If the crate number is at a deficit on the day of collection, charges will be incurred for additional collection and uplift costs in addition to the extra days’ rental charges
- The crate reconciliation should be handled by the project manager. This designated person will have had to sign a consignment delivery note when the crates were delivered and will need to sign another when they are collected for return
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| The Old Site |
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The project manager should cover the condition of the old site to check that:
- All waste and rubbish has been removed
- Unwanted items have been disposed of
- Professional cleaning has been arranged of the old premises
- Any required minor repairs have been made to the premises
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| Move planning checklist |
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To help your move go as smoothly as possible a checklist of points to do in the months before the move are:
- Finalise new location search
- Analyse potential HR, IT and telecoms issues
- Appoint internal project manager and project team
- Define, agree and document objectives, tasks and responsibilities
- Confirm the timetable and deadlines
- Define space plan for the new location
- Agree with key department heads and communicate to teams
- Appoint Removal Company
- Utilise their specialist Move Manager within your project team
- Arrange planning meeting with project team and move manager
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| Analyse requirements and define the move plan |
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- Schedule regular planning meetings
- Communicate move plan to department heads
- Define move sequence, responsibilities, deadlines and actions
- Communicate move plan to suppliers and service providers
- Make contact with IT, Telecoms, Utilities and key Suppliers
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| In the weeks before the move |
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- Arrange for key personnel to be available to attend on move days
- Make note of mobile telephone numbers of departmental representatives and IT helpdesk
- Agree and confirm during the planning process
- Review and rationalise items to be relocated
- Complete a purge of unwanted and unnecessary items
- Identify items for re-cycling, re-use or disposal
- Agree labelling strategy in line with space plans
- Issue labels and briefing notes to department heads on labelling conventions and procedures
- Confirm final move dates
- Communicate to all individuals and department heads on labelling conventions and procedures
- Communicate to all individuals and departments in the move chain
- Ensure crates are booked for delivery in the week prior to the move
- Issue briefing note to department heads on packing procedures
- Notify organisations of your change in contact details
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| Insurance; buildings; contents; motor |
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- Royal mail
- Leasing companies
- Your bank
- HM Revenue and Customs
- Equipment suppliers
- All suppliers
- Customers
- Organise re-printing
- New stationary and business cards Brochures
- Arrange access and parking for the move period
- Arrange for lift engineer to be on standby at both locations
- Arrange for security at both sites
- Minimise staff concerns
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| Set up Move Hotline or Helpdesk |
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- Issue new site ‘key information’ pack to include Health and Safety details, Facilities and Parking
- In the week before the move takes place - brief staff on labelling procedures
- Check that all items to be moved are labelled
- Brief staff on crate packing procedures
- Arrange for additional manpower from Crest Commercial Removals if required
- Display floor and room plans at both locations
- Ensure fit-out contractors remove debris from new location
- Ensure Removal Company arranges protection of vulnerable areas
- Ensure adequate catering and toilet facilities are available for all on site during the move
- Ensure inter site communication is arranged for the move
- Issue mobile phone contact number list during the move
- Have move plan to hand and work to it
- Monitor progress and ensure achievement of milestones
- Walk both sites to ensure completion
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| Check everything is transferred |
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- Confirm correct placements at new site
- Identify key functions are working ahead of first working day
- Test IT and Telecommunications
- In the week after the move, conduct a final sweep of the old site
- Implement furniture disposal or re-cycling plan ensure the site is ready for handover to landlord
- Complete unpacking of crates
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| Ensure deadlines to complete the unpacking are achieved |
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- Allocate pre-booked assistance to key areas
- Ensure all crates are collected from site to avoid unnecessary charges
- Conduct ‘welcome briefing’ for staff
- Issue Welcome Packs to staff
- Complete formal de-briefs with project team and move company
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