Moving Day for the Coordinator

The big day is here and you are ready to move into your new office. Thankfully, if you have already followed our preliminary steps to a smooth move, today should be a breeze. Here are a few things that you should keep in mind for the big day.

Here's what you need to know to ensure a smooth move

Step #1 Gather All Contacts

To ensure that it goes smoothly be sure that you have contacts for all of the companies that will be involved in the moving day. Your moving company also may have several different teams like a corporate relocation consultant or moving coordinator. Having them as contacts in your phone is not enough. At least make a note in your phone and write down a list of all the companies with the company, name, number and arrival time. If there are any parking passes or codes required for building access be sure that you communicate this to the companies you have hired. It is also a good idea to send out a friendly reminder the day before, saying you are looking forward to working with them.

Step #2 Organize Your Team

Make sure that everyone at the office knows where he or she is expected to be. Have a 50/50 split of people at the new and old office, as too many people at one location may result in chaos at the other. Don’t try to micromanage people and make sure there are leaders of teams completing tasks. Micromanaging is the death of smooth moves. If you already have plenty of people, make sure there aren’t too many cooks in the kitchen. You may want to organize people to work in shifts, or you may want to give some employees the day off altogether. Stress levels will be running high and often when people are working they have less to complain about! So keep them busy!

Step #3 Arrive Early

Make sure that you arrive well in advance of the moving company and any other movers you may have hired. This will also allow you ample time to pick up any keys or parking passes that may be required. It will also allow you to turn on the air conditioning which you will all greatly appreciate. Do a final walk-through so as to ensure that there is nothing obstructing the pathways that have been planned out. This will cause a major hold up with the moving company and will ultimately cost your company dearly.

Step #4 Be the Coordinator

If you have hired multiple companies for the same day (furniture installation and a moving company) be sure that they will not be in each other’s way. Help them coordinate who is doing what in what room. If conflicts do arise, stay calm and try to help the companies come to an understanding. Always try to be available for questions.

Step #5 Track Important Documents

Be sure that any important documents are not going to be handled by the moving company. Even if they are very reliable, things do get lost accidentally and it would be horrible to have this happen. Therefore these documents should be handled exclusively by you and should have a safe place to be stored during the move. Thankfully, most things are electronic nowadays, but for anything that is not electronic, you may want to invest in a safe. Your local bank does still offer bank safe deposit boxes. Take advantage of it.

Step #6 Have a Question System

Remember that your team is looking up to you. Be a role model and stay calm even if it is difficult. Make yourself available for any questions and have a system in place so that everyone can get their questions answered. Have a few team leaders that are in charge of all aspects of the move on your company’s side and can be responsible for answering internal team questions. Therefore, you will just have to focus on coordinating with movers and answering any questions that your team leaders have.

Step #7 Eat

Be sure that nobody is working through lunch. This is probably tempting on such a stressful day as everyone just wants to get the job done, but this will lead to increased tension and decreased patience, both of which are very necessary for office moves. Try to have fun with it, because an energized team will be done faster than a team that is lethargic.

These are the steps any moving coordinator needs to make when executing an office move. The most important thing to do is stay calm and take one challenge at a time. You will make it through to the end of the day, so why not be calm doing it?

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