18 Best Practice Guide Keep In Touch With Movers
The most important element of communications
is between the FM and the movers themselves,
whether these be in-house maintenance personnel
or the commercial moving contractor. Every move
is different but there are some constants that will
apply on every occasion. Crews must be given
detailed instructions on what is to be packed and
how, on what is to be moved and what is to stay, on
any special handling requirements and/or access
difficulties, what is to be placed where at the new
location, what degree of unpacking and setting up is
required and the timing of each phase of the work.
Wherever possible, these instructions should be
in writing, clearly laid out so that there can be no
To complement face-to-face briefing meetings in
advance of the move, there should also be means
of communication between the parties during the
move. Typically this will be by landline and/or mobile
phone including text messaging.
It goes without saying that all team leaders should
have the contact details of all their peers and the
project managers up to and including the FM.
The FM (or appointed project manager) is
undoubtedly the focal point for all critical planning
and decision-making and it is vital that there is a
central point of contact that is known to all parties
involved in the move. This may be at the existing
location or at the new premises but the key point is
that this person should be contactable at all times,
preferably with nominated deputies in case of
Contact details should also be readily accessible
for specialists who may have a vital role to play in
the event of a breakdown in service equipment.
Lift engineers should be pre-advised so that they
may be on standby. It is not uncommon for lifts to
be overloaded during a move, and therefore to fail.
Everything comes to a standstill, perhaps for hours,
while an engineer is located and travels to site.
Sometimes it can be a simple matter of finding a
reset button, which can be done after a quick call
to an engineer for advice. But if his phone number
is not known, this can take hours. With planning
and forethought, such downtime can be minimised.
The same measures apply for electricians, access
control technicians, IT support personnel, and others
according to the circumstances of the move. Details
for all such key support persons must be gathered
and those persons should be placed on standby in
case of need.
It is vital that there is a central
point of contact that is known to
all parties involved in the move.