YOUR BUSINESS MOVING GUIDE

YOUR BUSINESS MOVING GUIDE

Introduction Planning for your office move, whether internally or to a new site, is an unfamiliar experience for most people. GB Liners has produced this guide to help you and your staff prepare for the move to minimise disruption to your organisation. It is vitally important to brief your personnel. GB Liners is delighted to assist you with this task. We hope you find this guide helpful. Please feel free to copy any parts you wish or ask for further copies.

ROOM POSITION Contents Pre-Move Planning Colour Coded Labelling Effective Labelling Packing Systems Helpful Advice Signage Final Preparations The Complete Moving Solution 3 4 5 6 7 8 9 11

Pre-Move Planning Agree with GB Liners a critical path for your move similar to the example provided. Please prepare a plan of each floor at your new premises indicating where you require each item to be located. Rooms or working areas should be numbered individually, in sequence. Furniture or equipment within each room should be letter or number coded and in sequence. Our experienced staff will be available to help and advice your personnel on how the move will be conducted. The Process Stage 1 Stage 2 LOCATION AGREED PROJECT MANAGEMENT & MOVE CO-ORDINATOR APPOINTED ESTABLISH LIAISON ARRANGE FOR STORAGE OR DISPOSAL OF EXCESS FURNITURE & EQUIPMENT IDENTIFY AIMS - SPECIALIST EQUIPMENT & MACHINERY IDENTIFY OTHER SERVICES AGREE MOVING PLAN DELIVER CRATES LABEL ALL FURNITURE, EQUIPMENT & CRATES NOT TO GO LABELS ALSO AVAILABLE (see page 5) APPOINT MOVING CONTRACTOR PLAN BY DEPARTMENT ARCHIVE ASSESSMENT STAFF PACK & GB LINERS PACK DECOMMISSION COMPUTERS & COMMUNICATIONS EQUIPMENT COMMUNICATE MOVE STRATEGY WITH ALL STAFF ISSUE FLOOR PLANS ARRANGE RUBBISH CLEARANCE SUCCESSFUL RELOCATION WITH GB LINERS Your Business Moving Guide 3

Colour Coded Labelling Where floor areas are particularly large, with a number of cellular offices, it may be necessary to draw up an individual plan for each room or area. Please place the plans in a prominent position at the entry to each floor, or where individual room plans have been drawn up in clear view at the entrance to the room. Please also allocate a colour to each floor corresponding with the colour coded labels supplied by GB Liners Labels Every item to be moved must be labelled. GB Liners will provide sufficient colour coded labels for this purpose. Do not label items which are not to be moved. Please ensure that the room and position numbers entered on each label correspond with those indicated on the floor plan. It is important that labels are placed in the correct position on each item of furniture or equipment. Examples of how to label furniture, etc are shown on page 5. Be certain to label each crate with appropriate floor and position numbers. Important Note: Please ensure that any old labels are removed from furniture and crates. ROOM POSITION ROOM POSITION Your Business Moving Guide 4

Effective Labelling Please ensure that labels are prominently placed on furniture and equipment to be moved. The examples blow are intended as a guide and from our experience are in the most suitable place. Important note: Items that are not to be moved should be labelled not to go unless an individual plan has been agreed with your GB Liners project manager. Your Business Moving Guide 5

Packing Systems Crates Experienced packers can be provided by GB Liners to pack files, books and paperwork. If you decide that your staff are responsible for packing, we will provide crates for this purpose. Special security crates can also be supplied for personnel records and restricted documents but they must be pre-ordered via your project manager. Crates will be delivered to your premises in stacks of 20-25. If you are using a very large quantity of crates it is helpful to designate areas from which staff may collect them as and when they are needed. When they are empty they should be returned to a similar area for collection. Please do not fill crates above the stacking bars or lids. When they are full the crates should be stacked in lots of three or four. Delivery and Collection This is arranged to suit specific needs and will be scheduled with your project manager as part of the pre-move planning process. Your Business Moving Guide 6

Helpful Advice Furniture Contents The contents of desks, cupboards, lateral filing systems, book cases, shelving units and racking should be packed in the office moving crates provided. Drawer Filing Cabinets Four drawer filing cabinets and similar equipment should not be emptied unless moving from or to any floor above ground where no lift is available. They should be locked and the keys retained by your personnel wherever possible. If they cannot be locked please secure them with tape or string. Safes and Fire-Proof Cabinets It is important to establish that the floor loading in the new premises is sufficient to take the weight of these items. In certain cases the movement of safes may have to be scheduled separately. Special lifting equipment may also be needed. Your project manager will advise you of the best course of action. Computers and IT Equipment GB Liners will normally pack all desktop computers and associated equipment as detailed in our initial proposal, unless alternative arrangements have been agreed with your project manager. In addition GB Liners can supply disconnection and recommissioning services should you require us to do so. supplier to check whether GB Liners are permitted to move the equipment. Please Note: from January 2007 the Waste Electrical and Electronic Equipment (WEEE) directive came into force to encourage the reuse and recycling of equipment. To find out about your company s responsibilities visit www.environment-agency.gov.uk Vending Machines Vending machines must be emptied and disconnected before the move. In most cases these machines are moved and re-installed by the supplier but we are able to undertake their removal if requested to do so. Plants GB Liners will move small pot plants but ideally prefer staff to take them to the new premises to ensure they are not harmed in any way. Plants supplied on leasing arrangement are usually removed by the leasing company. Photocopiers, Facsimile and other Electronic Equipment Equipment must be prepared according to the manufacturer s instructions and protruding parts removed. Please contact the Your Business Moving Guide 7

Signage Plans and Drawings Unless agreed in advance with our representative we will not move plan cabinets or the like with the contents in. Plans and drawings should be removed from the unit, rolled up and parcelled. Alternatively, GB Liners can provide extra long packing crates for these items. C) Organise for departmental signs to be hung or fixed to uprights, especially in open plan areas. D) Where a floor has more than one wing, place directional signs, preferably opposite lifts. Fixtures and Fittings Any moving of fixtures and fittings must be previously agreed with our representative in advance of commencing your move. Personal Items These should be packed into security cases or preferably removed in advance by the owners. We cannot accept responsibility for such items. Rubbish & Recyling It is helpful to issue large rubbish and recyling bags to staff well in advance of the move, so that they can recycle or dispose of unwanted files and stationery. These should be cleared from the site prior to your move commencing as they represent a potential fire, health and safety hazard. For quick and effective placing of furniture and effects it is advisable to make the following preparations. A) Make available a simple key indicating the label colour allocated for each floor. This should be posted at the entrance to the new building, preferably close to the main lift. ROOMS 2-5 B) Post floor plans at the entrance to each floor and office plans on the appropriate door or window. Your Business Moving Guide 8

Final Preparations Schedule The precise schedule for the move - including start and finish times, meal breaks etc - will be agreed at a planning meeting between yourself and your GB Liners representative prior to commencement of the move. Lifts Lift engineers may be required to be in attendance or on standby. Our project manager will advise if this is necessary. We will arrange to protect the interior of lifts. Your building manager or landlord may be able to provide appropriate protective material. Access and Parking Please arrange for unrestricted use of lifts and entry for our removals personnel to all parts of the building where we need to work. GB Liners will be responsible for liaising with the appropriate authority to arrange parking for removal vehicles. We will also arrange for any parking meters to be decommissioned during the removal period. Client Attendance Provided that floor plans and labelling instructions have been followed, only a small number of your staff need to be present. We recommend a minimum of two members of staff to be on hand, one each at the loading and unloading sites. Communications It is recommended that a telephone link be retained between each premises, however our staff will normally be equipped with mobile phones to ease any potential communication issues. Insurance GB Liners has many years experience of commercial relocations. However, there are risks associated with moving and we can offer appropriate cover for the contents and premises. Legal Possession Check in advance when you have legal possession of your new premises. It could be frustrating and costly if you arrive early in the morning but can t gain entry until the afternoon. Rubbish Protective packaging materials around new equipment can generate large amounts of waste which will get in the way if not dealt with. It may be necessary to get permission from local authorities to locate large waste containers or skips. Take care to ensure that this is not left in an area which might restrict access for other vehicles when the move commences. Remember to dispose of as much rubbish as possible before the move. Keys Where are they? Check well in advance that spare keys are available at both ends of your move. Your Business Moving Guide 9

Final Preparations Health & Safety Make sure someone is responsible for health and safety throughout the move. Accidents can happen, so have basic first aid materials available and a procedure agreed for other eventualities. Check that your company insurance cover is adequate for the move period. Power Ensure that all power and mains services are on in your new premises and that all meters are read prior to handover. Power is critical to your move; consider hiring generators as a failsafe. Catering Make sure you have made adequate catering arrangements for everyone involved in the move, particularly during night shifts. This will minimise potential down time. Washrooms All toilets, especially in your new premises, should be cleaned and stocked prior to the move. Telephone Systems Cabling, networking systems, faxes and telephone systems need to be planned well in advance of the move. Consult your supplier/installer or ask our project manager for more information. Security If required arrange security clearance for contractors and staff including our personnel, at both premises. Don t forget to secure your old premises after the move. Vacated Premises You may have legal obligations, especially if you have landlord/tenant agreements to fulfil. Make provisions for any dilapidation clause prior to moving day. Photocopiers Your photocopier supplier will advise about the relocation of your equipment. Unauthorised moving may result in your maintenance contract or lease being null and void. Check well in advance. Key Staff Ensure you have appointed reliable deputies to your key staff in case of sickness or absence on the day. Stationery Arrange to have new stationery and literature available prior to the move. Take care with telephone numbers since Telecom suppliers may not guarantee allocated numbers until your system is installed and connected. Communication - The Key to Success Advance communication is essential; relocation information should be repeated over and over again. Use every means available - posters, emails, bulletins, memorandums and meetings. You cannot overcommunicate on a subject as important as this. Don t forget external contacts such as customers, the post office, contractors and suppliers. Good planning and clear communications are the keys to a successful move. Your Business Moving Guide 10

The Complete Moving Solution As a full-service moving company we offer a range of services to business clients to cater for all your moving needs. Records Management GB Liners Archive and Document Storage is our specialist records management division. It provides our commercial clients with a cost-effective method of archive storage; enabling valuable office space to be freed up and used more productively. Over 30% of files are not used for the day to day running of many offices - records management provides the perfect solution. If you re moving offices it s the ideal time to consider document storage. Containerised Storage You may require temporary storage for stock, or long-term storage for furniture. Whatever your requirements we have the storage solution for you. We take just as much care with your stored items as we do with those that we move. Our storage containers and warehouses are clean, dry and secure so you can be sure that your assets are safely protected for use in the future. Corporate Moves With our experience in moving people all over the world, our personnel relocation plans are a natural extension to our moving services. From one to 1000 moves, we have the resources to cope. We work closely with HR departments to help relocate valued employees - nationally and internationally. With the paperwork taken care of, a simple and trouble free move is guaranteed every time. International Moves Whether moving to mainland Europe or further afield we can tailor a package specific to your needs, giving you the best possible service at the best price. From scheduling and packing to customs and insurance, we ll coordinate the entire process to ensure a seamless and stress-free move Your Business Moving Guide 11

HEAD OFFICE GB Liners, Holmer Depositories, Holmer Road, Hereford, HR4 9RU Tel: 01432 272274 Fax: 01432 276802 Email: hereford@gbliners.com Web: www.gbliners.com