MOVE IN GUIDE

Congratulations on your new premises.  Please find below some information and helpful hints to assist with your imminent relocation.

Please do not hesitate to ask your sales/leasing contact at Nichols Crowder for any information required at your new/old address and if we can assist in any way let us know.

Below is a table of contacts which may be helpful for your move - be it your retail shop, industrial warehouse or office (large or small).

Comm Assist
Comm Assist has been developed to service the needs of businesses moving premises.  This is a one stop shop coordinating all your "moving" needs including disconnection and reconnection of all telecommunications and utilities plus coordination of a range of services and quotes that are normally time consuming to fulfill.

For further information contact Nichols Crowder.

NB* It is important to note this is a guide only and Nichols Crowder does not make any representation as to the workmanship or services of the suppliers listed.

Example of a Checklist and Timeline:

1 month before the move

• Arrange removalist quotes.
• Create an inventory list of items you need to move. Separate moving items into categories, i.e. relocating, storage or disposal.
• New suburb? Research general information about your new suburb.  For instance: the location of the post office, banks, supermarket, petrol stations, stationary, printing suppliers and cafes. This will assist your colleagues in the transition process.
• Back up the computers to a hard disk. Do a trial early to make sure it is able to be restored (you will need to do this again nearer to your final day), ensure your IT equipment is ready to travel. Check your warranties.
• Formally notify landlord of vacation of premises date.
• Arrange to settle all outstanding invoices and inform your creditors and debtors of your change of address details.
• Arrange for a property inspection so that you may recoup your security deposit.
• Arrange for a cleaner to give a quote on the final clean.
• Check your lease to see what else is required from you prior to vacating.
• Review insurance and notify of imminent move.
• Arrange for a Mail Redirection Service to your new address.
• Print letter head/business cards and consider signage options for your new premises.

2-3 Weeks Before the Move

• Begin your packing of items not often used e.g. those stored in archive or storeroom.
• For unwanted items, consider how you will dispose of them – charity or sell.
• Disassemble any built in fixtures and fittings ready for transport.
• Repair any fixtures that require attention.
• If necessary, open/change any local services i.e. Post Office Boxes.
• Confirm your moving schedule with the new real estate agent or landlord at the new location.
• Consider if storage is required – temporary or permanent.
• Audit the office keys so that you know who needs replacements upon vacation.
• Cancel or change local services such paper delivery.
• List the major service providers you need to notify of your address change and send letters/emails.

Final Week Before the Move

• Create an inventory list while you are packing for each box. Attach it to each box as you pack it. This will help if you need to find something after it has been packed. Make a copy for every box you have to pack.
• Arrange disconnection, final meter readings and reconnection of phone, gas and electricity and any other applicable services.

Helpful Hints:

In 2006 we relocated our Brighton office to a larger premises in Moorabbin and thought some of our learnings might be helpful to you.

• Telecommunications
  First ring Telstra or the like to check if your building is connected for either analogue or Digital phone systems.  Confirm your new phone number and then book the connection. Best to book the connection as soon as possible, even if it means paying an extra month's rental as Telstra will not confirm your new number until it is actually connected.
  
  Once connected you can then confidently print your new stationary.
  
  Be sure to divert your phones from your previous business to your new number – this will assist your clients with a smooth transition.

• Signage
  If you're planning to display signage on your new premises be sure to prepare a detailed layout of your proposed signs and apply for a permit (if required) as soon as possible as this can take up to around 10 weeks for council and body corporate approvals.

• Notification
  Prepare letters to all your clients, suppliers, banks etc to inform them of your new contact details just prior to your move. It is also a good idea to include it on invoices and emails for a few months thereafter. Also remember to request that your mail is diverted around 1 week prior to your move and keep the diversion in place for several months.

• Keeping an eye on costs
  Prepare a schedule of estimated costs including everything from new stationary and computers to removalists. Include an estimated cost and then an actual cost so that you can complete it as you go. Also best to allow an extra 10% in your budget for the "unexpected items".

• Coordinating the move
  Your main role here is good communication. You will need to coordinate your staff/colleagues and the suppliers. Your colleagues/ staff are often really excited about a move and most willing to assist. Have them ensure their files and desks are tidied, labelled and packed away. It is a good opportunity to use the upcoming move to get some extra filing and outstanding administration improvements completed.
  
  The internet and email are brilliant for sourcing all new items and checking out the services of suppliers. Once you have made your decisions then it is a matter of coordinating everyone's movements.
  
  It is also helpful to call all suppliers to ensure the furniture, computers etc that you have ordered will be delivered on time. It is even good idea to call them the day before delivery to see where you are on their timetable for the following day - this can save you waiting around for hours. If you're ordering furniture sometimes it can take between 4-6 weeks for delivery so best to get onto this first up.