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Some ways to lighten your load during an office move
Mie-Yun Lee, Editorial Director, BuyerZone.com
January 24, 2001

Our company is moving next month. If only it were a simple matter of packing everything up in boxes and transporting the lot to our new digs. The truth is, planning our office move a mere four miles away has taken on the complexity of a military maneuver. If you can relate but don't have the luxury of having the time, expertise, or manpower to help organize your move, you don't have to shoulder all the responsibilities alone.

A few options exist. A relocation service can help manage all the move details, and will stick around even after your move to help you work out any glitches. If you're primarily concerned about your telecom or computer network setup, consider hiring a consultant for this specific task. Or if you're looking for general assistance, a consultant who can serve as a project manager, would fit the bill.

Relocation services can handle everything from planning the layout of your new space to setting up your computer and telephone systems or copy machines. Typically, a team of consultants visits your business to assess your needs and develops a comprehensive moving strategy, including assisting you in finding vendors. The team then helps you manage the physical move and handles troubleshooting afterward.

If you are uncomfortable with the technical infrastructure requirements for your new office digs, a telecom or computer consultant might be just the ticket. Whether you're concerned about what kind of phone lines to set up or how you'll get Internet access or set up your computer network, telecom consultants can help you work out a solution and implement your plan.

Consultants can also manage other aspects of a move that require a high level of attention. You name your need, and a project manager will play the role of ringleader and make sure the task is carried out. Since we're building out new offices in our space, we hired a consultant to serve as a project manager for the construction. With this second set of eyes, I know the details of coordinating contractors are progressing according to schedule.

Unfortunately, finding help is not incredibly easy. Ask real estate agents for relocation services referrals. If you go with a relocation service, hire one that has a good grasp of local vendors and resources. Telecom consultants are widely available, but try to narrow your options using recommendations. While project managers are harder to come by, contacts and referrals are still the best way to find someone dependable.

For relocation services, the price can start at about $5,000. Some telecom consultants charge by the square foot, ranging anywhere from 50 cents to $1 a square foot. Regular consultants usually charge either according to the total project costs or on a per-hour basis, ranging from $90 to $250 an hour.

So if you're trying to juggle your every-day business tasks and the daunting Moving Day mission all on your own, consider getting by with a little help from consultants.

Quick tips

Don't wait until the last minute. Most moving consultants advise businesses to start planning the move at least five months in advance to ensure you've covered all the bases.

Don't forget to disconnect. If disconnecting your old T1 line slips your mind, you could end up paying as much as $1,000 a month for a service you no longer use.

Make sure they collaborate. The layout of the new space affects the telecom setup, so if you're hiring a telecom consultant and a separate project manager, make sure they are in sync.

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