As anyone who has done it will testify, moving offices is invariably more traumatic than moving house. And, if moving personnel calls for careful planning; so does the moving of expensive furniture and equipment - not to mention the files and records essential to the smooth running of most businesses. One important factor in lessening the stress of the move itself - and the possibility of items being broken, going missing or simply not turning up when promised - is to enlist the help of an experienced firm of commercial removers. It is a good idea to look for a removal firm up to three months in advance of the event - so that the selected firm is able to provide input into the planning process. Choosing a remover If this is a first-time exercise, it is tempting to turn to Yellow Pages or the local Thompson's Directory which will yield a long list under the "Removal and Storage - Business & Industrial" classification. However, be fore-warned; the best and the worst firms may take full page advertisements - or just quarter columns. Look for a firm which has been established for several years; consider its track record. Ask for references from companies by whom they have been employed recently - check them out. Another guide to the level of service and the competence of respective firms is their method of providing a quote. Expect a full survey covering every aspect of the move. Or, even better, a firm that will appoint a project manager to plan the move including the allocation of staff, vehicles, storage, the provision of crates and other equipment. In addition it is worth asking whether the company is becoming - or already is - registered under BS 5750. Many companies prefer to move over a week-end; or overnight. Make sure that your firm is prepared to be ßexible and prepared to start early and finish late. And, special equipment may be needed - cages, hoists or even cranes. Check that the remover is able to make them available and that its vehicles are equipped with tail-lifts and telephones. Do not forget those essential packing crates. The firm should be reliable about delivery beforehand and collection afterwards. Does it have its own crate-hire facilities ? How much should it cost? The following provides a few examples of cost. However, the figures provide a rough guide only. Every move is different. Assume remover does not dismantle and reassemble furniture, work stations and screens. That each employee packs the contents of their own office. All costs exclude VAT and insurance. NO. OF PERSONNEL DISTANCE REMOVAL COST 4 30 Miles £350 To £500 10 200 Miles £1000 To £1,500 50 80 Miles £4,000 To £6,000 100 40 Miles £8,000 To £12,000 400 2 Miles £30,000 To £38,000 These costs can vary outside the ranges given. For example: if system furniture requires dismantling. if lifts are not available and stairs have to be used. if there is a long carry from office to vehicles or vice versa. MOVE SEQUENCE Moving Day Minus 2 Months: Consider provision of services e.g. telephone at new offices Moving Day Minus 1 Month: Notify customers and suppliers of change of address. Remember also Inland Revenue, insurance companies, professional advisers, DVLC. Arrange redirection of mail and telephone calls. Check lifts are in working order - arrange for standby lift engineers to be present during move. Moving Day Minus 3 Weeks: Assess extent of dismantling and re-assembly of furniture etc. Confirm deliveries of new items or services to new premises With remover, estimate crate requirements and how long you will require to have them on hire Within your company determine responsibility for packing Schedule any moves before the main move Discuss with remover the best access routes to new and old buildings Moving Day Minus 2 Weeks: Brief departmental heads - assign responsibilities Agree who is to remove "fixtures" such as boards, paintings etc. Review security procedures and any ID system at both premises Memo all employees with packing instructions and details of the move Finalise plan for new offices and colour code all furniture layouts Issue instructions for keeping keys of desks and filing cabinets with them Moving Day Minus 1 Week: Begin labeling of all items to go with colours corresponding to new layout coding system Check accesses and parking for removal vehicles will be clear Inform police of changes in names of keyholders Moving Day Minus 1 Day: Check all files, drawers, cabinets and safes are empty Check everything going has been labeled Moving Day: Meet foreman/supervisor and brießy summarise and agree procedures and sequences Establish communication between old and new buildings Check remover installs any necessary building protection materials Ensure someone is present at both sites to check everything in and out place furniture in correct new positions effect security Prepared by Vanguard Commercial Removers