Office relocation is a very important type of
corporate relocations. The other
type of corporate relocations is the employee relocation where an employee
or an executive is transferred from one location to another location. Office
relocation typically refers to restructuring of an office in such a way that
it reflects a change in company's strategy. It is replanning the office
space or moving the office to a new location.
Pre Requisites of Office relocation
To move an office, with all its
office/commercial
goods, is an activity which is not done very often and in fact, it is
done only when major change in corporate strategy is required (sometimes
made essential by circumstances). Each and every step of office relocation
has to be thoroughly planned. It is extremely difficult (if not impossible)
and costly to correct the layout or facility-related problems once the move
has been made. Comprehensive design criteria have to be established in order
to create workable space to fulfill the office requirements. Not only
designing, managing the construction is also important to ensure that the
plan is implemented as it was expected.
The Office Relocation Process
The office relocation plan includes many processes that have to be
coordinated with each other in order to achieve a smooth office relocation.
Budgets have to be prepared, designers and architects have to hired and
brought together to work in a coordinated manner. Sometimes all these tasks
are assigned to the office personnel. However, they don't always have the
required experience to prepare and control budgets, work with designers and
architects, handle internal coordination and reporting along with performing
their daily routine tasks. As such, corporates prefer, most of the time, to
outsource the task to the experts- the relocation companies specialized in
office relocation. As they are outside source for the corporate, they can
also provide objective views for the help of management in taking crucial
decisions.
Tasks Done by Office Relocation Companies
Here is a general list of tasks that are undertaken by any relocation
company while moving an office.
Survey of Existing Conditions
The representatives of the relocation
management company collect data about the requirements regarding office
relocation, office equipment, finances etc.
Pre
move survey of the office area and its belongings is done. Interviews
with the company employees/management to understand the exact situation is
also done.
Establishment of Design Criteria
Criteria is fixed regarding the
development of design. Adjacencies (nearby places or things) are also taken
into consideration. Functional allocations such as floor area specifications
are also decided.
Schematic Design Development
All the designing issues from the
point of view of architecture, mechanical, electrical, plumbing etc. are
taken into consideration. Furniture is also examined and designs for their
laying out is also done.
Bidding and Awarding Contracts
For cost effectiveness, bidding is
carried out by some companies. After finalizing the layouts, contract is
awarded to the lowest bidder. Sometimes, relocation management companies
have partnership with other companies who carry out the required tasks in
which condition, bidding is avoided.
Construction
Finishes are examined, furniture is installed,
telephone facility and other such ancillary requirements are taken care of.
Office Moving
Moving preparations are started months before the
final date of moving. Help is taken from the data collected in the pre move
survey.
Packing of files, equipment etc. are
done. Building elevators are scheduled to assure speedy service during the
move. Cleaning crew is engaged to remove packing and clean up damage after
move. Employees are made to send change of address notices on all their
personal mail. Change of address notices are also sent to clients, reviews
are done for all plans with the moving teams, moving company and building
managers and many other preparations are done. Finally the move is made by
transferring all the office data, files, equipment and employees. Check out more on
Office Goods.
Preparing Maintenance Schedule
For some time after the office move,
the things are maintained according to the prepared maintenance schedule to
avoid any big confusion.
Looking at the scope of tasks done in office relocation, it can be said
that office relocation is much more complex process than any other
relocation, leave alone the
residential
relocations.
