Office moving tips

Corporate relocation or office furniture removals can be very stressful, and very little control may be given to employees and their families, if they are moving out of town. There are specific guidelines that companies and corporations will give employees and these should be followed to the letter.

3 Months before the Move

  • Prepare for the move 3 months ahead of time as it is unfamiliar territory for most people.
  • Remember that companies and corporations continue to operate even during a move.
  • Spend only the necessary amount of time planning and preparing for the move.
  • Become familiar with the new offices and location.
  • Measure all rooms that are going to be used in the new location.
  • Note the rooms’ shapes and new furniture.
  • Create a floor plan for personal office space and how new or current office items will fit into it – filing cabinets, chairs, desks, etc.
  • Include anything that is brought to the new location, plants, furniture, equipment and other employee locations.
  • Supply each employee with a plan copy.
  • Post a plan copy in the current and new buildings for the move.

1 Month before the Move

  • Internal notifications with the plan copy and moving details should be sent to all employees, movers, landlords, renters, etc.
  • Make movers aware of location for each piece of furniture.
  • Ensure that movers are aware of which furniture, such as desks, belong to which employees.
  • Label furniture for each floor with coloured labels and number them according to the specific employee that they belong to. Also do this with all equipment.
  • Ensure that all labels are visible.

Moving Day

  • Ensure supervisors instruct employees properly on moving day using these instructions.
  • Ensure each employee in each department has a copy of these tips and then they can return to work quickly with the least amount of delay.
  • Ensure each employee packs their own personal items prior to the move, following these tips.

Moved Items

  • Remove and pack into secure boxes all things contained in cupboards, wall units, desks, shelves and bookcases.
  • Do not empty filing cabinets, but secure them with a lock, thick packing tape or string.
  • Pack all personal things such as possessions, plants, pictures, fountain pens, lighters, money, legal documents and other items in secure boxes and move them personally. If special containers or boxes are required, ask the mover.
  • Empty desks and pack contents in secured boxes, including books, letter holders/trays, current work documents and other items, but ensure all loose materials, pencils, pens and paper clips are secured in sealed envelopes first. Use stuffing or paper to protect all glass items before packing.
  • Lock all security files prior to the move. If special regulations require specialize escorts then inform the moving consultant to make special arrangements to consolidate the files with the movers.
  • Empty storage and supply cabinets, locking or tying the doors securely shut. Pack all items into secure and sealed boxes.

Furniture/Equipment/Other Items for Discarding

  • Label all furniture, equipment or other items that are being thrown out or discarded with ‘Do Not Move’, to save additional expenses.

Garbage Disposal/Removal

  • Ensure all garbage is discarded prior to the moving day. Arrange for industrial sized dumpsters through local town or city halls to be put in front of the office building for the disposal of excess garbage. Throw away any unnecessary items to avoid hauling unneeded things, but double check that the items being discarded are not important.

Above Street Level Floor Access

Examine each floor of the office building to locate elevators and ensure they are working properly and are big enough for furniture moves prior to the move. If elevators are unfit or there are none then give ample warning to the movers so they can prepare.

Electrical Machines Moves

Ensure that the movement of machine technology is done by someone who knows what they are doing as some machines require special handling. With rented equipment, notify the rental agency or company prior to the move.

Disconnect computers and dismantle them properly.

Ensure each employee is familiar with how to take their equipment apart.

Drain all photocopying machines of liquids, and secure loose parts securely or remove them and transport them in separate sealed boxes.

Empty vending machines and water dispensers, and ensure they are dismantled properly.

The Leave Nothing Behind Checklist

  • Are desks empty?
  • Has each supply cabinet been cleared?
  • Has each filing cabinet been cleared?
  • Has each file drawer been locked?
  • Has each wall item been taken down?
  • Has each breakable item been packed properly?
  • Has each computer and other machine been disconnected?
  • Have all ‘Do Not Move’ tags been properly placed?
  • Has each piece of equipment been drained of liquids?
  • Has each chair and chair pad been labelled?
  • Have spare sets of keys been made available?
  • Has the Internet connection been set up for immediate use in the new office?
  • Have phone and fax lines been set up for immediate use in the new office?
  • Are all fax machines and phones working?
  • Has the electricity been connected in the new office and does it work?
  • Do all new office bathrooms work?
  • Has all old office stationary with the old office address been scrapped and new ones made (new address)?

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