Business as usual A mover s guide

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1 Business as usual A mover s guide While we at BT might not be renowned for moving businesses, last year alone 45,000 businesses, when moving, asked for our assistance. In helping those 45,000 business moves we ve gained quite a lot of first-hand experience and understanding of what businesses are going through at these times and now we re trying to pass on that knowledge. Using this invaluable experience we have, with the aid of our partners, created this 12 step guide to a successful move. This guide, we believe, will provide invaluable advice and help remove some of the stresses and strains associated with moving. (We also offer a free 105 point checklist that is available from our website.) It demonstrates the full end to end managed mover solution we now offer, with the aid of our trusted partners, which you can take in full or in part. Whether you are a big company or a small company, we hope it will minimise the hassle and maximise the opportunities when moving your business premises. Register your company name at to notify us of your pending move and your interest in Managed Movers. We re very good at bringing it all together.

2 Timetable Firstly identify your moving date, and start to set out a timetable. Review business commitments and assess the impact your move will have. Contact BT as early as possible to discuss your requirements. (People often forget that moving BT services might require a structural survey and even planning permission, which might take several weeks.) Make a time to visit the new premises. (Use a location finder for site suggestions.)then proceed to mark in your timetable when the cancelling of rental and lease agreements needs to take place. Check lead times on all aspects of the move and assign a completion date for each. Continue to review the move date with BT and your suppliers and adjust it if necessary. Ensure you build in a contingency plan so that business can continue as usual if any problems arise. Remember: make sure your timetable doesn t run out of time. Origination Date Completion Date

3 Costs Your budget. How much or how little can you afford? The deposit on your new premises, whether it s rental or mortgage, is the first cost. Then you have removal and re-fitting costs including upgrading and updating your equipment and furniture. We can offer you a free IT and communications review of your business. The BT IT and Communications Review 1 gives a full overview of how your current data and communications system operates and how it could grow in the future. (We can even supply new equipment through BT Finance which allows you to make repayments on a monthly scheme backed by GE Capital. We can offer up to 10,000* quick and easy credit for business movers.) Don t forget the updating of all company stationery and marketing material; your phone number may not need to change but your postal address will. Then there is the cost of your staff. Some may not want to relocate; more people may need to be recruited. You should also factor in any possible lost revenue due to the down time your business may have while you move. Budget * BT Finance is a registered trademark of British Telecommunications plc, used under licence by a panel of Funders and Banks which includes GE Capital Solutions of 2630 The Quadrant, Aztec West, Bristol BS32 4QG. This promotion is available to business users only and is subject to status. The advertisement does not constitute an offer of finance, the terms of the agreement are defined in the customer contract, written quotations available on request.

4 Movers Create your own in-house move team by assigning staff members specific roles; including creating a mover file to keep track of all estimates, receipts and important documentation. Appoint the people who will be doing the move, ensuring all are briefed properly. We have excellent partners, whom we trust, when it comes to moving your office. We have a removal firm, a building services supplier, a security firm for your new offices as well as a firm to dispose of all your unwanted equipment. They are all best in class. (We can also provide your own individual Project Manager who can deal with all the services you need to make your move happen.) Make sure you keep track of all additional services from both a financial and timing point of view. Review the move plan and adjust date if necessary after appointing all the necessary movers. Then hold a review of performance against plan and budget. Team Leader Team Member 1 Team Member 2 Team Member 3 Team Member 4 Team Member 5 Team Member 6

5 People Make sure you talk to your employees and keep everyone up to date with the status of your move. Tell staff what you expect from them (packing deadlines etc.). If necessary provide staff retraining for their new premises. Involve employees in floor plans. Review employment contracts in aspect of relocation. Ensure you budget for extra relocation expenses in regard to your staff. Employees may not wish to relocate with you and re-staffing needs to be budgeted for. We can also offer help so your employees feel less hassled, offering both a project managed service for large moves and a single point of contact for any mover. (These services are available to all so allowing you to keep doing what you do best, which is running your business.)

6 Talk You are moving. Use it to your advantage. Market the move. You will be bigger and better. Let your customers and suppliers know. Tell them why you are moving. Tell your bank, your insurance company, the Inland Revenue (www.hmrc.gov.uk), Companies House (www.companieshouse.gov.uk). Make sure you update your advertising, your website, your business cards and all other stationery. Think about communicating your move to prospective customers via the local paper or the trade press. Register your change of address in the phone book and any other business directories you advertise in. Give your staff a tour of the new premises where they will be working and advise what the amenities are: gyms, shops, banks and other facilities including bus routes and train times. Team walk round date 1 Team walk round date 2 Team walk round date 3

7 Re-direct Give your new address to the Post Office (visit or call ). Your franking machine will need to be reregistered. Notify your IT and communications suppliers including BT. BT can have all your calls redirected to mobiles or other landlines so you don t lose any sales opportunities. Make sure you give utility companies at least 14 days notice of your intended move date. Ensure you read all meters. Transfer all delivery/service contracts to your new address or find new services. Ensure all new service requirements are in place and all old service requirements have been cancelled: things like security (which is something BT can help you with), waste disposal, vending companies, maintenance suppliers, cleaning and hygiene services etc. Ensure on day of move both premises are insured. Electric meter reading Gas meter reading

8 Equipment Check with the suppliers of things like photocopiers, printers and computers to see if they re the only ones allowed to move them. Order in new equipment where necessary. Identify specialists for disposal of electrical equipment and to decommission PCs, servers, telephones and all other office equipment. BT has specialists that can help with all this as they have a class-leading partner that is an expert in the disposing of equipment in accordance with new legislation. (They may even be able to reimburse you for part of their value depending on the quality of the equipment.) Just remember that the earlier you contact us the better. Create a configuration plan for telephony and computer systems. Identify new power outlets, new telephone and data points and where scanners, printers and faxes are to be located on the new premises. Check these all fall under Building and Health & Safety regulations. Any structural alterations to the new premises should be made prior to moving. Provide emergency lighting and any additional signage. BT can assess all your necessary data lines and phone connections. Make sure you have enough power points as well for all your necessary copiers, printers etc.

9 Pre-move What needs to be moved and where is it being moved to? Make a detailed list of everything that is to be moved. Identify access and parking problems. How are the removal men going to get in and out of your old and new premises? Take care with large, fragile or heavy goods. Agree pick up and drop off points. Make sure you get quotations and cost breakdown of all service elements. Do you require packing and unpacking services? Crates, hire periods and additional charges all need to be accounted for. As does the fitting out and the planning of the use of space in your new premises. (Keep track of assets, both the registration of and the management of.)

10 Packing Devise a labelling system and ensure your staff and/or the removal company follow it. Colour code boxes, furniture and files and show floor plan with the necessary colour codes clearly marked. Print hard copy of all suppliers, customers and other contacts. This should then be made readily available to all those involved in the move. Set out a rota for all those taking part and ensure all key staff members have charged mobiles and everyone s phone number. Then make handover arrangements of old premises prior to moving out. (Use the colours below to assign a department or floor.) Red Blue Orange Indigo Yellow Violet Green

11 Finalise Final draft of move plan should be then distributed and a suppliers meeting should be set up to check everyone is up to speed. Deliver and distribute packing materials and introduce the move team to your staff. Date for pre move meeting

12 Move Daily, weekly or per phase, whatever is appropriate: ensure you review progress and adjust your moving plan if necessary. Sign off on each completed phase. Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 Phase 6 Phase 7 Phase 8 Phase 9 Phase 10

13 New premises Conduct thorough inspection after the move. Set up a help desk for any staff/moving problems. Create a problem list and sign off on the completed issues as they are removed. Reconcile all your expenditure and identify any extra costs you may have incurred. You have moved!

14 Frequently Asked Questions Q. Can I take my number with me? A. If you move within your local telephone exchange area you should be able to take it with you. You can take 0800, 0845 and other BT Services Inbound numbers with you wherever you move in the UK. Q. What do I do about stopping or moving services? A. Contact us, the earlier the better. We like three months notice as it may be necessary to do a survey or obtain planning permission. While it takes up to two weeks to arrange the transfer of equipment, so please give us as much notice as possible. Q. My new premises have been vacated, how long before my phone is working? A. Providing the previous occupier has cancelled their phone, we can switch on your line the day after you contact us. Additional phone lines and services may take longer. Q. If I change my number, will I know the new number in advance? A. Unfortunately not. We can give you the most appropriate numbers for your business but cannot guarantee these numbers until the day of the move. Q. How long to install phone lines? A. Normally, ten working days. The earlier you call the better, as surveys and planning permission, as stated earlier, can take at least three months. Q. How long to connect broadband? A. Visit and find everything you need to know, including availability and installation. Q. What charges am I likely to pay? A. This depends on the services you need and the services already in place. It will be clearly set out in your contract. Q. Can I reduce my costs when I move? A. Business customers can benefit from a free IT and Communications Review. This full overview of how your current data and communications systems operate can highlight any potential improvements we could make to save you money in the future. We will recommend the best package for your business. Q. Will I be given a lot of phone numbers, order numbers and reference numbers for my move? A. No. Our Business Movers team will give you one order number and be contactable on one phone number. (Whether you take the full Project Managed move or organise the move yourself.) So it s easy for you and us to keep track of everything.

15

16 If you are interested in the 105 point BT Movers Checklist, or if you would like to tell us about your future move, please visit and register your company name. We re sure the valuable experience we have gained will be of use to you in your move to new premises. Visit or contact us on All businesses are independently owned and operated. BT logotype and the Connect World symbol are trademarks of British Telecommunications plc used under licence (by the licensee). The meaning of the word partner or partnership in this communication is governed solely by the terms of the commercial agreement(s) and/or arrangements in place between BT and its partners. It does not give rise to a partnership in the Partnership Act 1890 and any such meaning is expressly rejected by BT and its partners. All BT sales and marketing activity is conducted ethically following the BT Code of Practice on Sales and Marketing. To view or order a copy of the Code, please visit or call 152 (business customers) or 150 (consumer customers). Offices worldwide The services described in this publication are subject to availability and may be modified from time to time. Services and equipment are provided subject to British Telecommunications plc s respective standard conditions of contract. Nothing in this publication forms any part of any contract. British Telecommunications plc 2008 Registered office: 81 Newgate Street, London EC1A 7AJ Registered in England No Designed by Tag PHME 54858/01/08 1. The IT and Communications Review is only available if arranged before 31st March The Business IT Advice service comprises of a free face to face visit by a BT Account Manager or Product Specialist to provide help and advice on BT s own products and services in the following areas of BT s portfolio IT Manager, Telephone Systems, Networking and Security, Broadband, Mobile or Software Services. Offer open to all UK businesses with more than five employees. No purchase necessary. BT Finance is a registered Trademark of British Telecommunications plc, used under licence by a panel of Funders and Banks which includes GE Capital Solutions of 2630 the Quadrant, Aztec West, Bristol BS32 4QG.

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