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Timetable For Moving Your Office
4-5 Weeks Before Moving
- Meet with your Mover or Move Consultant to finalize the schedule.
- Finalize the new office floor plan for all furniture, making sure everything is going to fit. Use floor colors and department and employee numbers on this floor plan and give a copy to your Mover or Move Consultant so the move will be organized and no time is wasted.
- Take an inventory of all "High-Value Items", noting their condition, and declare all items to your Mover or Move Consultant in writing.
- Contact your insurance agent to discuss moving insurance and liability coverage.
- Prepare Employee Move Packages containing the move schedule, the floor plan and any special instructions.
- Schedule an Orientation Meeting for all employees.
- Form a Supervisory Team to assist during various aspects of the move.
- Meet with your Information Systems Department to discuss requirements for moving IT equipment.
3 Weeks Before Moving
- Hold the Orientation Meeting and distribute the Employee Move Packages, making sure a copy of the floor plan is included. Make sure everyone understands how to label belongings properly using the color code, and the department and employee number they have been assigned.
- Explain the purge and shredding process and the location of bins.
- Distribute a list of contact names and telephone numbers where contacts can be reached on the day of the move.
- Assign tasks to the Supervisory Team, such as being on both sites during the move to supervise and answer questions.
- Schedule delivery of Purge and Shredding Bins for 2 weeks prior to the move and delivery of File and Computer Crates and Moving Supplies for 1 week before the move.
- Contact the Building Management at your new location to review policies and procedures for move day.
- Arrange loading dock and elevator reservations at both your present and destination locations.
2 Weeks Before Moving
- When Purge and Shredding Bins are delivered, encourage a successful process.
- Assign people to pack and label common areas such as the kitchen, lounge, etc. and to pack and label the work area of employees who will not be present for the move.
- Make up an emergency contact list for the Mover or Move Consultant, Building Management, Elevator Maintenance and all utilities plus anyone else you feel should have this list.
1 Week Before Moving
- Confirm dock and elevator reservations at both your present and destination locations.
- Contact the Building Management to confirm dates and times.
- Conduct a final meeting with the Mover or Move Consultant and the Supervisory Team to review their roles and the move schedule. Address any last minute concerns or requirements.
- Provide colored placards to the Mover or Move Consultant to post at the destination site.
- Distribute crates, dollies, labels, and moving supplies to employees upon delivery.
- Make sure the packing process is proceeding smoothly.
- Confirm that there will be electricity for move day.
- Make sure that your Internet, phones and fax machines connections will be ready for immediate use at your destination site.
- Check to make sure the plumbing and restroom facilities are in good working order.
- Distribute any required 2-way radios and cell phones to the Supervisory team. Also, distribute copies of the new floor plan to team members assigned to the new site.
- Conduct a comprehensive walk-through of your destination site, taking an inventory of existing damage to floors, walls and doorjambs and have your Mover or Move Consultant install the appropriate building protection to these areas.
- Designate a Lost and Found area at the destination site.
Moving Day
- Have members of the Supervisory Team at their assigned places, both at the present and the new location.
- Be available to direct movers and answer questions regarding the placement of furniture, filing cabinets, etc.
- Monitor collection of Lost and Found items and identify where they should be delivered.
- Conduct a comprehensive final walk-through of the original site with your Mover or Move Consultant to ensure that all items have been moved.
- Assess the destination site and direct any rearrangements.
Post Move
- Ensure that you and members of the Supervisory Team are available to answer all questions.
- Review the inventory list and note any damaged items.
- Make a list of all concerns that require your attention.
- Encourage employees to unpack quickly and bring empty crates to an assigned location.
- Conduct a comprehensive walk-through of all office space for any unpacked or empty crates.
- If the move was properly planned, business at the new office site should be operating at normal capacity as quickly as possible.
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