Ah, the joys of moving! At least this time you are not alone - your whole office is sharing your pain.
How do you prepare your marketing/business development department to move? How do you get started? How far out should you start planning, and once you arrive is there anything else you have to do?
Don't forget that in addition to your personal files, papers, electronic documents, and the like, you might even be responsible for materials from team members from before your time at the firm, things that no one has thought about in years. It might well be your job to go through these materials and pack them up, on top of your own responsibilities.
First, there is no such thing as starting planning too early. The day you learn that your firm is moving is the day you start planning your department's move. Second, always plan for the unplanned. Third, when possible, use the move as an excuse to trade up equipment and furniture, and clean out and better organize yourself (and your department). Fourth, anticipate downtime (even if you are told you should experience none).
Before getting started, first learn what the firm's expectations are of you and if there any restrictions regarding what you can take to the new office. Learn the ground rules regarding what must be kept by firm policy and what your department head and supervisor wants to keep. Know the firm plans for recycling/throwing out computer equipment, furniture, documents and other items. Also find out how your firm plans to have items organized, labeled and moved.
Next review the blueprints of your new office layout, including furniture, bookcases, file cabinets and storage. Your "new" reality may affect your decision regarding what stays and what goes. Hold brainstorming sessions with your department and teams regarding how to organize your physical stuff in your new space and how to digitize and virtually store documents. Also plan for expansion. While you should not keep everything forever, remember that you will probably have more stuff in the future, and maybe more team members than the day you move in.
Remember to be forward thinking. As you review your worldly possessions, ask yourself what you can get online. For example, can you get some of your subscriptions electronically (including accessing past issues)? Think about what you can scan to keep virtually and not move physically. In your new space, think about your new, better department (and you)!
LMA Capital Chapter President-Elect Marguerite Downey has been through two offices moves during her legal marketing career advises that "...once you have actually transitioned to a new space, you need to be patient and flexible with the changes and new routines." Downey "...think[s] of moving as preparing for a big wave at the shore. You get positioned before the wave comes and then once it arrives simply ride the wave."
For a Marketing/Business Development Department Moving Checklist, click here.
By Helena M. Lawrence, Business Development Manager, Proskauer for the November/December 2012 Issue of the Capital Ideas Newsletter