Moving Your Agency with a Clear Occupancy Strategy

Many agencies decide to relocate in order to have a facility that is able to accommodate their growing needs. But for the transition to be beneficial to everyone involved, the move itself needs to follow a detailed plan. Addressing all of the concerns of your staff and project managers can only happen with a sound occupancy strategy.

Move Logistics for Agencies

The pre-planning stage for your big move will help minimize headaches and any troubles down the road. Regular updates on your project progress and expectations for timely packing can help keep you on schedule. Many organizations find that employee packing seminars help inform their staff of the deadlines and necessary protocols for a seamless transition.

Another component of your relocation is managing public relations. Agencies will want to coordinate with local news outlets to announce the details of their groundbreaking ceremony and the official opening. Community involvement can be a great morale boost for everyone on your team. Your move is definitely a cause for celebration!

Facility Testing and Acceptance

As you start getting settled in your new space, you will need to set aside time to run through different scenarios related to your daily operations. For example, staging the transfer of subjects from a holding room or waiting area into the interview room and then simulating a recording can give your team confidence that everything is functioning as it should.

Police departments and child advocacy groups alike need to consider tests for regular office functions as well. Locks, telephones, and electrical outlets should all be in good working order. A review of your facility’s furniture and fixtures should also be on your to-do list. Then your staff will be able to put in any order requests for additional items or repairs for their existing equipment. This will also prevent unnecessary delays for your facility’s opening day.

Commonly Forgotten Items

As the move itself gets underway, there are a handful of areas that can easily get overlooked. Being aware of the following punch list items can help agencies avoid any setbacks with the final move-in steps.

  • Stock and distribute all janitorial supplies
  • Inventory, duplicate, and secure all keys
  • File new equipment warranty information
  • Verify signage inside and outside the facility

Agencies can also benefit from scheduling post-occupancy tours for their project architects and other public safety professionals. This will ensure that nothing was missed in planning and that everything is set up correctly for a safe and functional site.

Getting Help with Your Move

Moving on your own can add unnecessary stress to the situation, which is why many agencies that choose to partner with a professional moving company can reduce down time and delays. Making the decision to work with a third-party vendor for your move can be a great way to simplify the process—especially since there are already so many steps to verify. Plus, you won’t have to consider the possibility of employee injuries.

If you have new equipment installed on your new site, you’ll also need to plan for training sessions. Make the necessary preparations and block out time accordingly so you can start work with confidence. Proper staff orientation will give your team all of the information they need to make an easy transition.

At iRecord, we always work hard to coordinate with agencies’ timelines for their moves and interview room audio video testing. For more information on how iRecord equipment can enhance your facility’s functions, please send us a message. We would be happy to help in any way we can.

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