Checklist for company relocation. How a smooth relocation works

How the smooth relocation works

Relocating an entire company is a complex logistical task with an enormous scope. In particular, the dismantling, transportation and assembly of machines and similarly large objects are a challenge.

Then there is the planning, which has to take a variety of aspects into account: Organization, logistics, communication with staff and customers – and not forgetting the administrative issues relating to company registrations, insurance or supply contracts.

This checklist enables you to prepare for the company relocation. Step by step, so that no important matters are overlooked and the relocation goes smoothly.

 

1. COMMUNICATE THE COMPANY RELOCATION

A company relocation always means major changes and temporary disruptions to ongoing operations. It is therefore essential to communicate the planned relocation to the workforce in good time.

Key questions should be clarified with the employees:

• What role can/should the workforce play in the move?
• What is the best way to integrate employees into the relocation processes?
• What changes are to be expected at the new location (new premises, new divisions of the individual departments, structural changes, further distance to the workplace, etc.)?

Under certain circumstances, employees can help with the preparations, such as clearing out and packing office materials. Otherwise, removals of this size are a case for professional removal companies. They not only help with transport, but also take on tasks such as cataloging files.

In addition to employees, customers and business partners must be informed about the move. All available channels should be used for this purpose.

• Emails and newsletters,
• the company’s website,
• Social media channels,
• Possible reports and advertisements in newspapers and magazines as well as
• Advertising materials

should announce the planned move in good time or be changed to the new address.

Timely communication allows everyone involved, from employees to customers, to adapt to the changes and adjust their own plans accordingly.

This type of preparation also helps you to avoid losing orders, minimize production downtime and maintain a high level of customer satisfaction.

Source: stock.adobe.com © alotofpeople

 

2. CONTRACTS AND ADMINISTRATIVE MATTERS

Not only do many things have to be moved during a move, but contractual and other bureaucratic matters also have to be dealt with in a timely manner.

Notification to the responsible authorities

Among other things, this includes changing the company registration. The change of location must be noted in the commercial register. This means that the new address is entered there.

It must be notarized and submitted to the previously responsible registry court. Otherwise there is a risk of severe penalties.

In addition, the company must be re-registered with the trade office responsible for the new company location. If this is a different trade office than the previous one, the company must be deregistered at the same time with the office previously responsible.

Not to forget: The tax office must also be informed of the new address. It may be necessary to deregister with the old tax office and register with the new one – just like when registering with the trade office.

Banks and insurance companies

In order to be able to rule out difficulties in the event of any claims at an early stage, the company’s insurers should be informed of the move to the new location. The contractual conditions may have to be adjusted as a result, for example due to the structural conditions of the new company headquarters.

To ensure a smooth transition period, it is also advisable to inform the banks about the company relocation. In this way, contacts can be established with new local contacts in advance.

Contracts with the utility companies

Preparations for the move must include contracts with the utility companies at the new location. This ensures a smooth transition and a quick return to the usual working day.

Source: stock.adobe.com © sebra

 

3. RELOCATIONG AND ASSEMBLY: LOGISTICAL CONSIDERATIONS

When it comes to concrete relocation planning, the main focus is on logistical considerations. The following, for example, are important in answering these questions

• the volume of materials, furniture and machinery to be transported;
• the distance to the new company headquarters.

Basically, the time factor plays a decisive role. After all, the relocation should be completed as quickly as possible so that operations can be resumed at the new location. It is therefore important to find efficient solutions for the logistical challenges.

On the scale of a company move, the use of professionals is therefore essential. Practiced hand movements, structured work and the safe handling of all removal goods are the basis for the desired fast removal process.

Specialized companies must be called in, especially when transporting machines and accessories. As true professionals, we have the necessary know-how and the right equipment to reliably complete difficult tasks in the truest sense of the word.

Compared to the transportation of furnishings and similar goods, machine transport is a new challenge every time. Many different variables have to be considered in advance:

• What is the nature of the premises (at the old and new locations) and what access options do they offer to the machines?
• What are the dimensions (size and weight) of the machines to be transported? Are there any special features that need to be taken into account, for example due to the design?

These factors determine which technical equipment works best for dismantling and loading. Special vehicles and experienced employees can move even the heaviest loads precisely in confined spaces and ensure that assembly operations run smoothly under a wide range of conditions.

Experience, technology and professional qualifications also guarantee that the new site will be up and running quickly and that production downtime will be short-lived.

 

 

4.CLEARING OUT: PREPARING EQUIPMENT, DEVICES AND MACHINES

The actual move usually begins with the removal of operating materials from the offices of the company premises that are now being vacated. It is important to proceed in a structured manner right from the start.

This way, files and important papers can be easily found when moving to the new location. Packing the moving boxes according to departments or specific material categories is a tried and tested method. The corresponding labeling provides the necessary overview.

The next step is to dismantle the technical equipment in the offices. This primarily includes computers, printers, telephone systems, etc. Various factors need to be taken into account here, including

• careful handling of technical equipment;
• secure stowage in the boxes, if necessary with filling material to prevent damage during transportation;
• Structured procedure so that all required devices can be found quickly at the new location.

The next step is to prepare the now empty furniture for transportation. It is important to consider which parts of the furniture are suitable for transportation as a whole and which are not. Careful dismantling of larger pieces of furniture into their individual elements is the basis for easier assembly after the move.

However, the biggest challenge still lies ahead: the dismantling and transportation of existing machines. The type and size of the machines determine the best way to handle them.

As experienced professionals in the field of company relocations and machine transportation, we are happy to assist you with the dismantling together at an early stage. In this way, we can find the best possible solution for your company, your needs and your equipment.

Source: stock.adobe.com © Grispb

 

5. HANDOVER OF THE BUSINESS PREMISES

When handing over commercial properties, there are basically no differences compared to rental apartments. This means that a handover protocol is also part of the usual procedure when moving a business.

This protocol contains the most important information:

• Personal data of the tenant
• Address of the rental property
• Date of the previous rental agreement
• Date of handover
• Key handover (this includes all keys belonging to the property)
• Security deposit
• List of defects and cosmetic repairs (if applicable, it is recorded who will rectify the defects and within what period of time)
• Meter readings for electricity, water, gas, heating

The protocol also serves as a legal safeguard in the event of a company relocation so that you cannot be held liable for any damage discovered later.

The room allocation should be included in the handover protocol as additional information. This is particularly important for properties that were not built exclusively for commercial purposes and therefore also offer other room uses.

The protocol should therefore show the exact number of commercial premises.

Handover of machines and systems

If machines and systems remain at the old location and/or are taken over by third parties, an acceptance report must also be drawn up. As a rule, it includes the following criteria:

• Documentation (i.e. instructions, plans, delivery lists, official certificates, staff training, etc.)
• Visual inspection (including safety, damage, cleanliness, controls, dimensions, etc.)
• Function test (i.e. operation and maintenance, measuring and display function, emissions, safety functions, etc.)
• Performance test

 

A QUESTION OF ORGANIZATION

A company relocation is a critical process in which time is of the essence. Delays mean serious disruption to operations and therefore economic damage.

That’s why organization plays a key role: the better the relocation of people and materials is prepared, the faster everything will be back to normal – just in new premises.

Start preparations in good time

A smooth transition between the old and new location requires early planning. And in the case of a company relocation, this starts months in advance. A time frame must be set in which the move is to be completed.

The notification of employees, the coordination of vacation and customer appointments and a complete inventory of furnishings, equipment and other materials – all these work steps can be tackled in good time.

Sufficient lead time is also needed to contact removal companies and specialized hauliers so that they are actually available on the planned day of the move. There is also enough time to clarify important details.

Help from the professionals

These questions relate, for example, to existing transport routes, maneuvering and storage areas or no-stopping zones in the vicinity of the company premises. Early coordination makes the professionals’ work easier because they can prepare themselves optimally for the day of the move.

Careful preparations are essential, especially when transporting large objects. Even as experienced specialists in machine transportation, we have to adapt to each assignment individually.

Conversely, the relocating companies can rely on the special training of our employees in handling heavy and sensitive objects. Professional support is therefore an important pillar for a successful company relocation, alongside forward-looking organization.

 

Click here to download the PDF

[av_button label=”ISSUE 1 JULY” link=”manually,https://marcustransport.de/wp-content/uploads/NEWS-I-Ausgabe-1-Juli.pdf” link_target=”” style=”theme-fill” arrow=”” color=”ci-blue hover-blue” custom_bg=”#444444″ custom_font=”#ffffff” size=”small” position=”left” label_display=”” icon_select=”no” icon=”ue800″ font=”entypo-fontello” custom_class=”” template_class=”” av_uid=”av-38ckvf” sc_version=”1.0″ admin_preview_bg=””]