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.
Contents
3
4
5
6
7
8
9
11
Pre-Move Planning
Colour Coded Labelling
Effective Labelling
Packing Systems
Helpful Advice
Signage
Final Preparations
The Complete Moving Solution
ROOM
POSITION
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
LOCATION AGREED
PROJECT MANAGEMENT &
MOVE CO-ORDINATOR
APPOINTED
Stage 2
ARRANGE FOR STORAGE
OR DISPOSAL OF EXCESS
FURNITURE & EQUIPMENT
IDENTIFY AIMS
- SPECIALIST EQUIPMENT
& MACHINERY
ESTABLISH LIAISON
IDENTIFY OTHER
SERVICES
AGREE MOVING
PLAN
APPOINT MOVING
CONTRACTOR
PLAN BY
DEPARTMENT
DELIVER CRATES
LABEL ALL FURNITURE,
EQUIPMENT & CRATES
‘NOT TO GO’ LABELS ALSO
AVAILABLE (see page 5)
STAFF PACK &
GB LINERS
PACK
DECOMMISSION COMPUTERS
& COMMUNICATIONS
EQUIPMENT
ARCHIVE ASSESSMENT
COMMUNICATE MOVE
STRATEGY WITH
ALL STAFF
ISSUE FLOOR PLANS
ARRANGE RUBBISH
CLEARANCE
SUCCESSFUL RELOCATION
WITH GB LINERS
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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
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.
Labels
Important Note:
Every item to be moved must be labelled.
GB Liners will provide sufficient colour coded
labels for this purpose. Do not label items
Please ensure that any old labels are removed
from furniture and crates.
N
ITIO
POS
M
ROO
ROOM
POSITION
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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.
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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.
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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.
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.
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.
Photocopiers, Facsimile and
other Electronic Equipment
Equipment must be prepared
according to the manufacturer’s
instructions and protruding parts
removed. Please contact the
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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.
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8
Final Preparations
Schedule
Communications
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.
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.
Lifts
Insurance
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.
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.
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.
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.
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9
Final Preparations
Health & Safety
Vacated Premises
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.
You may have legal obligations, especially if
you have landlord/tenant agreements to fulfil.
Make provisions for any dilapidation clause
prior to moving day.
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
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.
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.
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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.
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.
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.
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