Office Relocation Checklist

In the Weeks Prior to Move Day

Moving requires careful planning and task coordination. This list encompasses activities that can be started several weeks prior to moving day.

Building and facility tasks

Check building access restrictions, loading dock availability, elevator usage and availability (will we need to share the elevator with others or lock off the elevator for the sole use of the movers) at all locations. Often, one or more must be arranged with building management.
During relocations, facility temperatures are required to be “reasonable and comfortable.” Often, heating or air conditioning desired after normal operating hours must be requested from building management. Confirm if there is an additional charge for after-hours HVAC.
Determine if there are loading or parking restrictions which may impact the move. Is there availability to legally park multiple trucks around the building?
Make plans for handling move related debris and trash and determine if any of the materials can be recycled.
Arrange utility disconnection and re-connection as necessary.
To avoid last-minute office reconfigurations, identify data and phone port locations in new offices and plan furniture arrangements accordingly. Verify proper “handedness” of desks moving to new offices. i.e. a right-handed desk (return on the right side of the desk) should have voice/data lines on the right-side wall – with desk facing door.

Administrative tasks

Distribute instructions on purging documents and files.
Inventory out-of-date PCs, monitors, back-up tapes, CDs, disks, etc. that should be shredded and recycled. Certificate Of Destruction (COD) is available upon prior request. If needed, arrange with your Account Manager the delivery of purge/shred bins at applicable locations.
Schedule pre-move meetings, delivery of plastic crates, boxes, other packing materials, and labels.
Order new business forms, checks, stationery, and envelopes.
Discuss requirements for additional insurance or valuation coverage with your Account Manager or Relocation Coordinator.
Notify the USPS, Fed Ex, UPS, Amazon, and other delivery service companies of your move date and new location address.

Furniture-related tasks

Determine which furniture and/or equipment is to be removed for disposal/recycling. Consider on-site cleaning of systems furniture panels and chairs to extend life. Cleaning can be done during the move and prior to staff occupancy. See additional services.

Two Weeks Prior to Move Day

Conduct pre-move meetings with Able Moving & Storage Inc. team.
Brief Relocation Coordinators and assign responsibilities.
Designate an area for receiving and storing cartons and crates. (Such as storage room, closet, conference room, or empty office.)
Confirm elevator arrangements with building management at both new and old locations.
Review security procedures at new and old facilities.
Determine if any employees will be absent during the move and establish who will be responsible for packing and/or unpacking their offices.
Confirm all emergency contact numbers.
Confirm or procure parking arrangements for employees at the new location.

One Week Prior to Move Day

Provide Certificates of Insurance to building management. (Included in relocation packet.)
Distribute memos to employees regarding packing and labeling all items for which they are responsible.
Obtain keys/FOBs for all new site offices and rooms. If applicable, distribute to employees.
Ensure that employees are familiar with their responsibilities during the move.
Create furniture layout drawings on the color-coded placards provided.
Begin placing placards at receive side location(s).
Distribute the labels provided to employees with packing instructions and final details.
Confirm that all construction and permitting will be completed prior to the job start date.

The Day before the Move

Confirm with your Relocation Coordinator that your company is ready for the move, along with the Point of Contact (POC) and cell numbers for each side of the move.
At the new facility(s), confirm that placards are in place for every office, room, and location that will receive goods.
Confirm that all keys have been removed from filing cabinets and taped to the outside of the cabinet or packed in an “open first” box.
Establish and confirm method of communication between new and old facilities.
Verify completion of document and file purge.
Arrange for any overnight deliveries to be made at the new location.
Confirm that any construction is complete and that moving areas will be solely occupied by Able crews. If any other service providers will be on site during the move, please contact your Account Manager.
Designate an area at the new location(s) for the staging of artwork such as a conference room, large closet, or empty office.
Confirm that every item to be moved is labeled and that all items are packed.
Clean out any appliances to be moved and confirm arrangements for disconnection and reconnection of plumbing or electric.
Empty and defrost refrigerators, leave plugged in or leave door open.
Assign a person to reconnect appliances at the new facility(s).
Distribute new security codes and/or access devices to employees.
Confirm heating and/or cooling arrangements at all locations with building management.

Day of the Move

Take a breath. Every move is a very stressful time. We are here to help you throughout the process and make it as stress free as possible for you and your company.
Meet with Project Manager (PM) and do final pre-move walkthrough.
During the move – please bring any questions/concerns to the PM for resolution. The PM will bring any questions/concerns to you also.
After the move – do a final post move walkthrough of both the send and receive sides with the PM(s). Look for anything that may have been missed or placed improperly. PM and crew will fine tune as needed.
Confirm that the origin side is in the condition required by building management and that all items have been removed.

One Day to One Week after the Move

Resources

We know how hectic things can get when you are planning a move, so we have made a moving timeline checklist to help make those days and months leading up to your move more manageable.

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