Someone who knows how to disassemble office desks, especially the multi-sectioned ones. Also, they must have experience handling sensitive material, client files, electronics, etc. A good idea is to look at three different movers, get specific written quotes, check references and talk with them about your own situation. Many movers that specialize in office moves will know how to organize the project and figure out where the furniture and boxes will go in the new office. If they don't, this is the time to create your own system.
Write down an inventory of items and code them to let the movers know where they are going. Some inventories use a color-coding system-indicating, for example, that all blue items go into the first office on the right. Larger offices may have to use a numbering system. It is important, in any case, that the system be consistent to avoid misunderstanding and delays in the delivery of items to their new homes.
If the inventory is easy to understand, one staffer can wait at the new location to show the movers where each item should go, saving significant time. The movers are generally paid for hours worked, so saving time this way will also save you a lot of money.
It's also important during this second step to keep your clients informed. If the move is scheduled for a weekend, there should be little or no downtime or interruption of services. Nevertheless, alerting your clients to the move, the new location, new contact information (addresses, phone numbers, etc.) is a key communication initiative that should be started early and continued with follow-up. Posting messages on Web sites, in virtual lockboxes and by e-mail is only part of the solution. You need to consider written communications, too (i.e., postcards, letters, etc.). Many offices even post announcements in local newspapers. After all, a move is an opportunity to draw attention to your "new, fancy location." Make sure your other contacts (your vendors, B/Ds and insurance companies, etc.) are also made aware. If you are an RIA, there are registration issues to consider as well.
Move logistics: The final step is the day of the move itself. The logistics should go according to the time line and be arranged with some wiggle room to account for the unexpected. Have your staff positioned at both locations to coordinate the move and position things. Have your tech people available to ensure that, once connected, everything actually works the way it is supposed to.
An office move is going to cost you more than you thought and be more work than you imagined. However, by taking these few planning steps, you may be able to minimize the cost and maximize the efficiency associated with the process.
David L. Lawrence, RFC, ChFE, AIF, is a practice efficiency consultant and is president of EfficientPractice.com, a practice consulting firm based in San Diego, Calif. (www.efficientpractice.com) The Efficient Practice offers an advisor network and a monthly newsletter.