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The daunting task of managing your office relocation project can be overwhelming, time consuming, and expensive. There are many questions you’ll ask yourself when moving your company to a new office space. Here are a few keys areas you’ll want to consider before you begin:
Are you moving across town? Are you reducing your footprint because your employees are now working from home? Or are you working with an architect on developing customized space?
BUDGETS & SCHEDULES
How far in advance should I plan for my company’s move and how much should I budget? Who should I appoint as the leader for my relocation project? This individual will work with a relocation expert throughout the project and communicate updates to employees, schedule regular meetings, and ensure timelines and budgets are being met.
SPACE PLANNING & FURNITURE NEEDS
When should I decide what’s moving and what’s not? What is the most efficient and cost effective method for removing my company’s old furniture? Can I donate it to charity? When should I purchase new furniture and plan out my company’s new space?
PHONE & DATA MANAGEMENT
How do I plan my company’s data center and I.T. relocation?
EMPLOYEE COMMUNICATION & PREPARATION
How can I minimize downtime and reduce anxiety for my employees? How can each employee prepare for packing his office/workstation?
Every company is different therefore every move is very different. Taking the following steps will help ensure a successful relocation and transition into your new space:
9-12 Months before Moving:
• Partner with an office relocation project and logistics project management company for a single-source operation. Obtain the necessary bids and establish your preliminary budget.
• Conduct a pre-move assessment, and decide what’s moving and what’s not.
• Work with your office relocation project management company to identify preliminary timelines, phases, and schedules. This will also minimize downtime and disruption to employees, and reduce expenses long term.
• Finalize your space plan.
6-9 Months before Moving:
• Review your furniture needs. Decide whether you require disposal of existing furniture or the purchase and layout of new furniture.
• Make decisions on existing phone system, security requirements, cabling, and I.T. data infrastructure. Order new services if needed.
3-6 Months before Moving:
• Acquire floor plans for both new and existing facilities.
• Determine move requirements, packing needs, and specialty equipment to be moved.
• Finalize on-site record of existing furniture and equipment, recycled items, and items to be disposed.
8-12 weeks before Moving:
• Update move schedule and communicate internally as needed.
• Verify your Certificates of Insurance are up-to-date, and re-check your insurance.
• Schedule a commercial cleaning service for both old and new spaces.
• Order new stationary and forms with your new address and phone numbers, and update your website.
2-8 weeks before Moving:
• Monitor and finalize move schedule.
• Notify vendors and clients of your move.
• Begin packing and purging.
• Create a move ‘map’ plan for new space.
• Obtain moving crates, cartons, etc.
• Confirm Certificate of Occupancy.
1-2 weeks before Moving:
• Ensure coordination of schedules is in agreement, and communicate expectations to employees.
• Back up computers!!!
• Pack desks, office contents and label.
• Arrange staff to assist at both old and new spaces.
• Arrange furniture according to plans.
• Install/reconnect computers and equipment.
• Hang artwork in new space.
• Leave old space in ‘broom swept’ condition.
Once you’ve completed your move and have settled in to your new space, there are post move activities that still need to be done. You’ll want to schedule a ‘post move’ walk through at both facilities, collect old keys and key cards, update service agreements, etc. Remember, it’s all in the details! Having a detailed plan results in a more efficient and cost effective office relocation project, which is good for your company and your employees! But it’s most important for your bottom line.
About Argosy Management Group, LLC:
Argosy Management Group (AMG) is a leader in office relocation and logistics project/move management. AMG services companies throughout the U.S. and worldwide. AMG delivers a wide range of comprehensive services: move management and transition planning, space planning and furniture needs, office and industrial relocation and liquidation, storage solutions and asset management, furniture disassembly and installation, and I.T./data center relocation. AMG also offers disinfection services for your office space to combat COVID-19 and other viruses.
For more information, contact: Shawn O’Neil at 609-744-4112 or visit www.argosymg.com.
How Do You Move The Compressor Off Your Roof When You Relocate Your Office? You Need Rigging Services. Here’s a little-known secret that movers won’t tell you: rigging services are critical to many moves, and not many companies are certified to do it. So what is rigging, and why would you need it? Here’s a quick tutorial.
Q. What on earth are rigging services?
A. Rigging services are necessary when you are moving an exceptionally large, heavy, or sensitive piece of equipment — production equipment, hospital equipment, or safes and bank vaults are just some of the unique items that should only be moved by a rigging specialist. Vetted rigging specialists also have the expertise necessary to move equipment where the logistical access points are limited — from industrial machinery on a
production line to the compressor on the roof of a building. Rigging services are also necessary if you need to
crate and skid large items for transport or export, or if you’re moving industrial machinery or equipment that
needs leveling, aligning, and anchoring. Very specialized equipment (crane lifts, engineered and critical lifts,
gantry lifts to 300 tons, forklifts to 100,000 lbs, hydraulic jack-and-slide systems, unified structural jacking systems, cantilever insertion tools, etc) and very experienced move specialists are needed to conduct a rigging job safely and efficiently.
Q. So aren’t rigging services just heavy lifters with cool equipment?
A. NO! Turn-key rigging contractors provide the riggers, machinery, heavy-hauling movers, millwrights, electricians, and crafts persons to dis-assemble, transport, re-assemble and erect machinery and equipment properly. An experienced hauler with a proven match-marking system will provide the most efficient reinstallation and problem-free startup to keep your business running smoothly.
Q. What if I have just one tricky item to move, and not a whole plant?
A. An experienced provider of rigging services focuses on the size of the item, not the size of the project. Just make sure the contractor you hire is a CERTIFIED AND INSURED rigging specialist, not just movers who think they can do rigging projects.
Q . So what kind of certifications should a company have if they are providing rigging services?
A. Any logistics management company quoting on rigging services should provide OSHA qualified or CCCOCertified riggers and signal persons. You want to take every precaution so that your job site is operating safely at all times.
Q. What’s the difference between trans-loading, heavy hauling, and freight forwarding?
A. Trans-loading is the process of transferring a shipment from one mode of transportation to another. It is most commonly employed when one mode cannot be used for the entire trip. Heavy hauling is moving oversized loads too large for road travel without an escort and special permit. Freight forwarding is getting goods from the manufacturer or producer to the final point of distribution. All three processes require handling of goods, which leaves your items at much higher risk of damage. That is why you need a rigging specialist that can provide these specialized types of transport services with integrity.
Q. What if my move is complex, and I can’t reinstall my compressor, boiler, or other heavy equipment at the new site right away?
A. A rigging service provider should be able to offer you secure, heated, and crane-served warehousing for short-term machinery and equipment storage, or containerization for long-term storage. They will deliver your equipment as your project requires.
Q. What if my relocation involves moving an entire industrial warehouse or manufacturing plant, and I need to keep manufacturing lines up and running during the transition?
A. A vetted service provider should be able to choreograph all of the various relo priorities in a single logistics plan. They can phase one manufacturing line out at the old location, and get it up and running at the new location as you transition through the move. Keeping multiple manufacturing lines productive throughout a
transition is complex, but certainly attainable with detailed planning.
The bottom line is rigging services are a critical part of any move, and you need an experienced, certified provider to tackle this part of your transition. Rigging is just too much for you to shoulder on your own.
ABOUT ARGOSY MANAGEMENT GROUP, LLC
Argosy Management Group (AMG) is a leader in office relocation and logistics project/move management. AMG services companies throughout the U.S. and worldwide. AMG delivers a wide range of comprehensive services: move management and transition planning, space planning and furniture needs, office and industrial relocation and liquidation, storage solutions and asset management, furniture disassembly and installation, IT/data center relocation, and rigging.
For more information, contact: Shawn O’Neil at 609-744-4112 or visit www.argosymg.com
Considering office decommissioning and relocation? Here’s a secret that no one ever tells you about moving – the bulk of your relocation costs are NOT transitioning your belongings to the new space. The fact is, office decommissioning is a significant factor in your budget, sometimes adding up to 3-5 times that of the actual relocation itself.
All too often, clients miss the not so obvious “other move” when it comes to their office relocation. Clients split their time and attention operating their core business while also focusing on the “new” space and the endless questions, details, and decisions that are required to get that space ready to unveil. The “old” space, as well as the furniture in it, is often overlooked. If you think you can just leave the furniture and the cleaning for the landlord, you are mistaken!
The problem is that neglecting to properly decommission the old office space leaves you exposed to a wealth of unnecessary costs. The majority of commercial leases contain very specific requirements as to how the old space needs to be turned back over to the landlord. If not, it’s your deposit that hangs in the balance, just waiting to satisfy those obligations you signed off on in your original lease long ago. The removal of unwanted furniture and equipment can be an expensive undertaking, especially if not handled properly, and your landlord is well within his rights to apply your deposit to those costs.
Most commercial leases require that the occupied space be left “broom swept.” This means that all contents, freestanding furniture, workstations, office/IT equipment, shelving, racking, etc., must be completely removed, and all floors left cleared of debris and vacuumed. That also means following through on tiny details like removing any data/IT cabling that you’ve added while in residence. Overall, you need to return the space back to its original condition prior to your occupancy. Your lease should spell out the specific requirements and standards you will be held to.
So how do you protect your deposit? You need a detailed plan and a schedule! The easiest way to satisfy your lease obligations and get your deposit back is to consult a professional who is well-versed in handling the office office decommissioning process. When you partner with the right commercial removal company or transition management company, they can help you properly navigate and negotiate your exit. Most standard moving companies aren’t experienced enough to guide you through this process, and handling it yourself elevates your “soft cost exposure.” Most people over value what they have, don’t fully understand what they’re required to do, and then end up running out of time. The reality is that there is a very tight timeline when you move and the space needs to be vacated. Why wait on a potential buyer to purchase unwanted assets, when it elevates your risk of exceeding that timeline and paying a costly penalty to your former landlord? You need to understand the cost of the distraction to your core business while focusing on something that is only likely to yield a marginal return.
When you value the assets you will not be moving to your new space, factor in the time it takes to liquidate them. It’s often best to hire an expert to advocate for your bottom line, and help you sort it all out in an efficient and expeditious manner. There are three outcomes in an office decommissioning: net positive, net zero, and net negative. To achieve “net positive,” the liquidation of furniture and/or equipment yields a positive cash return and is clearly the optimal outcome to strive for. To attain “net zero,” you can choose to donate contents to a local charity for re-purpose, or have a third-party company remove them at no cost. While you don’t make any money on the transaction, you save the potential cost of having to remove the contents yourself. For those items that simply don’t have much or any value, and need to either be recycled or disposed, you’ll find yourself in a “net negative” position. Although there’s a nominal return for recycled items, the cost for disposing valueless items leaves you with a fee that an office decommissioning expert can help minimize. You don’t want to incur unnecessary storage costs for assets that won’t garner you a net positive return on that investment.
Quite frankly, there is an enormous difference between a transition management expert and a standard moving company. Before you sign with a relocation company, discuss with them the office decommissioning services that they provide. Pin down the price for the services that you need, and compare that cost with hiring various removal providers. Most commercial movers overlook office decommissioning, and this portion of the job can cost many times your relocation fee depending on how much of your existing furniture you will be taking to your new space.
Once you have the transition team in place, establish a facility decommissioning plan and lock in hard dates and deadlines. Make sure that the company is reliable, and that the personnel have the necessary skills to execute the plan. Often times, it is not worth the risk of going with the vendor with the lowest bid, as the cost for additional “buy back days” at your old space can quickly eclipse those cheap vendor savings.
So what is the takeaway from all of this? Simply that companies that focus all their time and effort on “hard costs” of relocation will be blindsided by the much more important “soft costs” of the move. A transition management expert minimizes your company’s exposure to lost revenue by reducing the distraction to your core business and curtailing downtime. Consult with an expert, and the savings on the office decommissioning will more than likely pay for the actual relocation.
ABOUT ARGOSY MANAGEMENT GROUP, LLC
Argosy Management Group (AMG) is a leader in office relocation and logistics project/move management. AMG services companies throughout the U.S. and worldwide. AMG delivers a wide range of comprehensive services: move management and transition planning, space planning and furniture needs, office and industrial relocation and liquidation, storage solutions and asset management, furniture disassembly and installation, and I.T./data center relocation.