Carrying out a successful office relocation requires both trained staff and specialized equipment. As one of Canada's most experienced office moving companies, we  will provide the necessary care and equipment   to ensure your relocation goes as planned. And,   because our member affiliates are  located coast-to-coast and we have an International Network of Affiliates in other countries, you will be dealing with the same  moving company from start to finish. This brings unparalleled efficiencies to scheduling and tracking, quality standards, and transit  protection.   

 Our trained professionals have faced every possible moving situation   and because of their extensive training, fewer Kenwood staff are required to facilitate each move, allowing business to be conducted as efficiently as possible.   

No One Plans to Fail, They Simply Fail to Plan   

Special Services   

 Where requested, Kenwoods will liaise directly with your  machinery suppliers and contractors to confirm that equipment is being  moved, so as not to invalidate your warranties or service agreements.   

 If needed, we arrange the necessary transit protection schedules to  provide comprehensive coverage throughout your move.   We at Kenwoods have created  this online guide to help you and your staff get ready for the event with a minimum of disruption to productivity.   

In briefing personnel for the move, you may find it helpful to print-off  certain parts of this guide.  If you have any questions related to your move, feel free to contact us at anytime.  

Finalize and agree with your Kenwood representative, a critical path for the move using a Pre-Move Checklist   

Corporate Guide - Preparing Floor Plans  

Please prepare a plan of each floor at your new premises indicating  where you require office furniture and equipment to be located. Rooms or working areas should be numbered individually, in sequence. Furniture or equipment within each room should be letter coded, or  numbered also in sequence.   

 Where floor areas are particularly large, with a large number of cellular  offices, it may be necessary to draw up an individual plan for each room.   

Please place the plans in a prominent position at the entry to each  floor; or where individual room plans have been drawn up, on the  window or the door of the room to which they apply. Please also  allocate a colour to each floor corresponding with the colour coded  labels supplied by Kenwoods.

 

Corporate Guide - Coding Furniture and Equipment   

 Labels   

Every item to be moved must be labeled. Kenwoods will provide a  quantity of self-adhesive, colour coded labels for this purpose. Do not  label items which are not to be moved. Please ensure that the room  and position numbers entered on each label correspond with those indicated on the floor plan.   

It is important that labels are placed in the correct position on each item of furniture or equipment (see "How To Label Furniture"). Be  certain to label each bin with appropriate floor and position numbers.   

 Important note: Please ensure that any old labels are removed from  furniture and especially bins.   

Please ensure that labels are prominently placed on furniture and  equipment. The diagrams below are intended as a guide. From our  experience the labels are in the most suitable place.   

 Important Note: Do not label items that are not to be moved.  

Corporate Guide - Packing   

Plastic Bins   

Experienced packers can be provided by Kenwood to pack and  unpack files, books and paperwork. If you decide that your staff are to  be responsible for packing, Kenwoods will provide bins for this  purpose. Special security tags can also be purchased for personnel  records and restricted circulation documents.     Bins will be delivered to your premises by Kenwoods in stacks of 20-25. If you  are using a very large quantity of bins, it is  helpful to designate storage areas from  which staff may collect bins as they are needed. When empty, they should be returned to a similar area for collection.  Please do not over-fill bins. More are available if required. When full, the bins  should be stacked in lots of three to four.     *When packing please remember that each bin will be fitted with a lid.  

 

Delivery and Collection   

 In most cases your quotation from Kenwood will have included a  bin rental period - normally seven days. When the bins are delivered  and subsequently collected, a member of your staff will be asked to sign and retain an advice note. If you require bins earlier than agreed or if bins are not available for collection on the agreed date, additional charges could be incurred.   
  

Corporate Guide - Preparing Equipment   

Furniture Contents   

The contents of desks, cupboards, lateral systems, book cases, shelving units and racking should be packed in bins supplied by Kenwoods.   

Pull Drawer Cabinets   

 Pull drawer filing cabinets and similar equipment should not be emptied unless indicated by your Kenwoods representative. They should  be locked and the keys retained by your personnel wherever possible. If   they cannot be locked please secure them with tape or string.   

Safes and Fire-Proof Cabinets   

It is important to establish that the floor loading in the new premises is  sufficient to take the weight of these items. In certain cases, safes may  have to be moved at a different time to that of the main office effects.  Special lifting equipment may also be needed. Your Kenwoods  representative will advise you of the course of action to be taken.   

 Computer Equipment, Word Processors, VDT's, etc.   

 While Kenwoods has the expertise to move all types of computer  equipment it may be necessary to advise your supplier that your equipment is being moved.   

 Disconnection and dismantling services may also be necessary.   

 Photocopiers, Reproduction Machines and other Electronic Equipment   

 All liquids must be emptied before moving, and protruding parts  removed. Please contact the supplier to check whether Kenwoods  is permitted to move the equipment.   

Vending Machines   

 Vending machines must be emptied and disconnected before the move. In most cases these machines are moved and re-installed by the  supplier but Kenwoods is able to handle their relocation if required.   

Plants   

Kenwoods will move small potted plants, although it is preferable for your staff to take plants to the new premises to ensure they are not  harmed. Plants supplied on leasing arrangements are usually moved by the leasing company.   

 Facsimile, Telex Machines and Telephone Equipment   

 It is usually the responsibility of the telephone company or others to move this equipment. Please check with your supplier.   

Plans and Drawings   

It is not advisable to move plan cabinets, etc. while full. Plans and  drawings should be removed from the unit, rolled up and parceled.  Alternatively, Kenwoods can provide a specialist packing service.  Your Kenwoods representative will advise you in more detail.   

 Fixtures and Fittings   

 Unless previously agreed with your Kenwood representative,  fixtures and fittings will not be relocated.   

Personal Items   

 These should be packed into security bins or preferably removed in  advance by the owners. Kenwoods cannot accept responsibility  for personal items.   

 Garbage   

It is helpful to issue large plastic garbage bags & recycling bins to staff   prior to the move, so that they can dispose of unwanted files and stationery.   

Corporate Guide - Signage   

 To help Kenwoods personnel to familiarize themselves with the new premises it is helpful if you would:   

Corporate Guide - Final Preparations   

Schedule   

The precise schedule for the move, including start and finish times, will  be agreed at a planning meeting with you and your Kenwoods  representative prior to commencement of the move.   

Elevators   

 Elevator operators may be required to be in attendance or on standby.  Your Kenwoods representative will advise if this is necessary.   

 If required, Kenwoods can arrange to protect the interior of  elevators. Your building manager or landlord may be able to provide  appropriate protective material.   

 Access and Parking   

Please arrange for unrestricted use of elevators and entry to all areas of  the building which are being used by our moving personnel.   

 Kenwoods will liaise with the appropriate authority to arrange  parking for moving vehicles. Should we have to arrange for parking   meters to be out of commission during the moving period, you may be  responsible for any additional costs.   

Client Attendance   

 Provided that floor plans and labeling instructions have been followed, only a small number of your staff need be present. We recommend a  minimum of two members to be on hand, one each at the loading and  unloading sites.   

Keys   

 Where are they? Check well in advance that spare keys are available at  both ends of your move.   

Communications   

 It is recommended that a telephone link be available between premises.  For larger moves Kenwoods can supply mobile telephones for key   project personnel.   

Transit Protection   

 Kenwoods has more than 100 years experience in transportation  and commercial relocations. You can rest assured therefore, that your  move will be carried out smoothly and efficiently.   

You may wish, however, to take our transit protection coverage for the   items which are being moved. Kenwood can arrange a  appropriate transit protection policy for you. Please ask your Kenwood representative for more information. Kenwoods can also arrange to insure your building against damage to premises during the  move.   

Garbage   

 Protective packing materials around new equipment can generate large  amounts of waste which can get in the way if not properly handled. It  may be necessary to get permission from local authorities to locate  large waste containers on site. Remember to dispose of as much  garbage as possible before the move. Please remember to consider local recycling programs.   

Health & Safety   

Make sure someone is responsible for health and safety throughout the move. Accidents can happen, so have basic first aid materials available and a procedure agreed for handling emergency situations. Check that   your company insurance coverage is adequate for the move period.   

Power   

Ensure that all power and main supply sources are connected in your new premises and that all meters are read prior to handover. If power is critical to your move, consider hiring generators as a failsafe.   

Catering   

 Make sure you have made adequate catering arrangements for your staff involved in the move, particularly during night shifts. Hungry people  make more mistakes and work more slowly.   

Washrooms   

All toilets, especially in your new premises, should be cleaned and  stocked prior to the move.   

Telephone System   

Cabling, networking systems, faxes, telexes and telephone systems need to be planned well in advance of the move. Consult your  supplier/installer as soon as possible.   

Security   

Arrange security clearance for contractors, staff and of course Kenwood  Pickfords personnel, at your new premises. Don't forget to secure your  old premises after the move.   

Vacated Premises   

Don't forget your obligations, especially if you have a landlord/tenant  agreement to fulfill. Make provisions for any dilapidation clause prior to  moving day.   

Photocopiers   

Your photocopier supplier will advise you about the relocation of your   equipment. Unauthorized moving may result in your maintenance  contracts being rendered null and void. Check well in advance.   

Key Staff   

Ensure you have appointed reliable assistants to your key staff in case of sickness or absence on moving day.   

Stationery   

Arrange to have new stationery and literature available as soon after the  move as possible. Take care with telephone numbers. Ensure your new  telephone number has been secured before printing new stationery or  literature.   

Communication - The Key to Success   

Communicate all the details of your relocation to everyone well in  advance - over and over again. Use every means available - posters,  bulletins, memorandums and meetings. You cannot 'overcommunicate'  on a subject as important as this. Don't forget external contacts such  as customers, the post office, contractors, and suppliers. Good  planning and clear communication are the keys to a successful move!   

Corporate Guide - Additional Services  

Services to Business   

Kenwoods offers a wide range of additional services to assist you  with your office relocation.   

Packing and Unpacking   

We can provide expert staff to carry out all or part of your packing  preparations. Once you've moved we can help you to unpack at your new premises or carry out general duties which may be necessary immediately after the move.   

Modular Office Furniture   

Kenwoods can arrange expert services to handle modular office  furniture. Teams of qualified, certified installers can dismantle and  reassemble all types of systems furniture. In addition, we can arrange for design and layout expertise.   

Furniture Storage and Disposal   

You may find that you have a surplus of office furniture at your new  premises, especially if customized new equipment has been  purchased. Kenwoods can store items for any length of time, or alternatively arrange for their sale or disposal.   

 Document Storage/Records Management   

 A comprehensive document storage service is available  from  Kenwoods.  A specialist  consultancy, packing, storage, retrieval, delivery and shredding service  is available.   

Storage systems are tailor-made to company requirements with a choice of racked, containerized or high security cage methods.   

 Storage Boxes   

 If you plan to store documents and files in your new premises, Kenwoods can supply special file storage boxes.   

 Employee Relocations   

Kenwoods is a member/partner with the  world's largest household mover. Over 500  partner-owned facilities are located inother countries  around the world, including  branches across Canada. This unparalleled network combined with over 100 years of experience, gives Kenwoods the control and expertise necessary to successfully  manage your relocation; locally, across Canada or around the world!