Moving plan.

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Moving plan. by Mind Map: Moving plan.

1. Money (budget).

1.1. Research about multiple movers

1.2. What do we need?

1.3. Do we need movers?

1.4. What is the budget?

2. Organisation.

2.1. Assign the tasks

2.2. List of tasks

2.3. Add the timeline/schedule to the employees normal schedule

3. Time.

3.1. 4-6 months before MOVING:

3.1.1. Make a list with the major requirements which the new office space should meet

3.1.2. Find suitable company premises

3.1.3. Decide on the company premises

3.1.4. Sign the lease for the company premises

3.1.5. Decide on the improvements/renovation that need(s) to be carried out by the renter

3.1.6. Request quotations for renovation

3.1.7. Make an inventory of costs for the new company premises (chairs, desks, equipment)

3.1.8. Draw up a budget for the removal

3.1.9. Set the date of the removal

3.1.10. Hire contractors for the renovation

3.1.11. Apply for the necessary permits

3.1.12. Map the requirements for the telephone system

3.1.13. Request new telephone number

3.1.14. Request new fax number

3.1.15. Inform employees

3.1.16. Completion of first phase

3.2. 2-4 months before MOVING:

3.2.1. Make a list with the major requirements which the new office space should meet

3.2.2. Find suitable company premises

3.2.3. Decide on the company premises

3.2.4. Sign the lease for the company premises

3.2.5. Decide on the improvements/renovation that need(s) to be carried out by the renter

3.2.6. Request quotations for renovation

3.2.7. Make an inventory of costs for the new company premises (chairs, desks, equipment)

3.2.8. Draw up a budget for the removal

3.2.9. Set the date of the removal

3.2.10. Hire contractors for the renovation

3.2.11. Apply for the necessary permits

3.2.12. Map the requirements for the telephone system

3.2.13. Request new telephone number

3.2.14. Request new fax number

3.2.15. Inform employees

3.2.16. Completion of first phase

3.3. 1 month before MOVING:

3.3.1. Have assets assessed that will be moved to the new location

3.3.2. Request quotations for the insurance of the new office space

3.3.3. Take out insurance for the new office space

3.3.4. Order security system

3.3.5. Order keys and access cards

3.3.6. Arrange for coffee, tea and soda machine

3.3.7. Send change of address cards to all suppliers

3.3.8. Send change of address cards to all customers

3.3.9. Send change of address cards to all subscribers

3.3.10. Inform all leasing companies that the equipment will be moved

3.3.11. Request removal cards with the new address

3.3.12. Request telephone service for long-distance and international calls

3.3.13. Transfer free telephone numbers or request new numbers

3.3.14. Make plans to get rid of old office equipment

3.3.15. Sell or get rid of old office equipment

3.3.16. Make plans to get rid of old office furniture

3.3.17. Sell or get rid of old office furniture

3.3.18. Third phase sale

3.4. 3 weeks before MOVING:

3.4.1. Install telephone lines

3.4.2. Install telephone system

3.4.3. Assign new telephone numbers/extension numbers

3.4.4. Order new stationary and envelopes

3.4.5. Order new business cards

3.4.6. Order new company forms

3.4.7. Make appointments to shut off gas, water, electricity and telephone

3.4.8. Tidy up new office space

3.4.9. Clean new office space

3.4.10. Find out where the nearest night safe is

3.4.11. Make an inventory of the existing office furniture (general)

3.4.12. Make an inventory of the existing computers

3.4.13. Make an inventory of the existing office furniture per room

3.4.14. Destroy documents

3.5. 2 weeks before MOVING:

3.5.1. Clean up old and old-fashioned materials

3.5.2. Make a list of new extension numbers

3.5.3. Draw a map of the new office space

3.5.4. Make a new fax sheet

3.5.5. Make directions to the new location for employees

3.5.6. Request information about public transport to the new location

3.5.7. Order/make forwarding labels

3.5.8. Inform the post office about the change of address

3.5.9. Update the company site with the new information

3.5.10. Order removal boxes

3.5.11. Pack desks and personal spaces

3.5.12. Pack common spaces

3.6. 1 week before MOVING:

3.6.1. Provide all fragile items with labels

3.6.2. Disassemble furniture for systems

3.6.3. Store possessions that will not be moved

3.6.4. Provide furniture that is to be moved with labels

3.6.5. Put everything in a central place

3.6.6. Install furniture for systems at the new address

3.6.7. Install network cables at the new address

3.6.8. Hand out new keys and access cards

3.6.9. Take in old keys and access cards

3.6.10. Empty, defrost and clean refrigerator

3.6.11. Code layout of new office space on a map for the movers

3.6.12. Form a team for the date of the removal which will show the movers what to do

3.6.13. Fourth phase sale

3.7. MOVING DAY!

4. Information.

4.1. Set regular meetings

4.2. Make sure that employees are notified of meeting details

4.3. Ensure everyone knows what they need to do to pack up their office or workspace

4.4. Keep everyone informed

4.5. Make a timetable in the office so all employees can see the tasks

5. Quality.

5.1. Contact list

5.1.1. Inform the suppliers and clients!

5.1.1.1. Notifying customers and clients requires specific communications around where you're moving to and how the business will operate during the move

5.2. Gather team

5.2.1. Volunteers?

5.2.2. Recommend appointing someone from each department or division to coordinate their particular area.

5.2.3. Identify a few key people who may be able to help with coordinating the move.

5.2.4. Incorporate other viewpoints

5.2.5. Team can also assist in identifying current issues with the old space and provide possible solutions for the new office.

5.3. Be sure about the budget

5.3.1. Do we need movers?

5.3.2. Do research about moving companies

5.3.3. What is needed

5.4. Make sure that you work structured and with the timetable

5.4.1. Send timetable to employees

5.4.2. Keep notes

6. Deadline day.

6.1. What do we still need to do?

7. After the removal

7.1. Carefully check if nothing has been damaged or is missing

7.2. Plan training for new telephone system

7.3. Plan training for new security system

7.4. Plan fire exercises

7.5. Regularly pick up post at the old address

7.6. Plan an open day for customers

7.7. Company removal project completed