A corporate move can seem complex, especially when moving a large organization or when there are many constraints. For companies needing to manage several departments or sites, the option of a multi-phase move is often the best solution. This approach limits the impact on operations and ensures a smooth transition. Here are a few tips on how to organize a multi-phase corporate move while ensuring optimum management.
Phase 1: Planning and preparation (3 to 6 months before the move)
The first step in moving is to plan and prepare the ground. It’s important to clearly define the objectives of the move, set a target date, and determine the various stages of the process. Planning should also include selecting a qualified moving company capable of meeting the company’s specific needs.
Practical tip: From the outset, create a detailed schedule with specific deadlines for each phase. This will help you visualize progress and anticipate obstacles. Don’t forget to take into account the specific needs of each department. For example, accounting departments may have different needs from IT.
Phase 2: Sorting and inventory of goods to be moved (2 to 3 months before the move)
Before the actual move, an inventory of the goods to be moved is essential. This step is crucial to avoid taking unnecessary material with you, and thus reduce costs. Sorting must be carried out in collaboration with the company’s various departments, to determine which equipment, furniture and documents need to be transferred, recycled or disposed of.
Practical tip: Organize sorting sessions by department to ensure that each team can prepare its goods and know exactly what it is taking with it. This can also be an opportunity to modernize certain infrastructures or eliminate obsolete equipment.
Phase 3: Preparing premises for the move (1 to 2 months before the move)
This phase involves preparing the existing and new premises for the transfer. This involves finalizing the layout of the new workspaces, ensuring that the necessary installations (electricity, networks, cabling) are in place, and preparing the environment to accommodate the teams and equipment.
Practical tip: Take a tour of the new premises and make sure that working conditions are optimal from day one. This can include tests to check that everything works, such as internet connections and space configuration. A well-designed layout will enable employees to settle in quickly and get back to work with complete peace of mind.
Phase 4: Move execution (1 to 2 weeks before the move)
D-Day arrives, and it’s here that the coordination and organization of each stage are essential. Depending on the size of the company, the move can be carried out in successive phases: a first group of departments can be transferred on a weekend, followed by the others at less critical times. This approach limits interruptions to the teams’ working day.
Teams of movers need to be coordinated to transport goods safely and efficiently, with minimal impact on the remaining employees.
Practical tip: Organize departures and arrivals in a strategic order. The most important departments or those requiring specific equipment should be transferred first.
Phase 5: Follow-up and adjustments after the move (1 to 2 weeks after the move)
Once the move is complete, a transition period is necessary to allow teams to adapt to their new environment. Make sure that all equipment is installed correctly, and that employees have the space and tools they need to get back to work. This monitoring will also enable any technical or logistical problems to be detected quickly.
Practical tip: Organize a feedback session with your teams to identify what went well and what could be improved for a future move. This will enable mistakes to be corrected quickly and improve employee satisfaction.
A phased corporate move helps to manage constraints and minimize disruption to day-to-day operations. It offers a degree of flexibility that can prove decisive, particularly when the company has specific needs, or when several departments have to be transferred at the same time. By following these five steps, you’ll be able to organize your move seamlessly, while guaranteeing business continuity.
At AMT we support our customers at every stage of their move, with expertise that enables us to manage even the most complex projects.