Give the move one point of coordination.
Choose a contact who can collect questions from departments and make decisions with your moving coordinator. That person does not need to do every task. They need to know who owns each task and when it must be ready.
Build a shared list of dates, contacts, building requirements and outstanding decisions. Update that list when a floor plan, move sequence or delivery window changes so everyone is working from the same version.
Plan from the destination backward.
Before packing, decide where departments, workstations and shared equipment will go. Name rooms and zones consistently on the floor plan, labels and instructions you give the crew.
Discuss the access route into the new space. Loading docks, elevators, corridors and building hours can affect the order of work. Confirm the requirements for both buildings, including any documentation the property manager requests.
- A current floor plan with room or zone names
- One labeling convention for furniture and boxes
- Building contacts and confirmed access windows
- A list of equipment or spaces that need special coordination
Make equipment ownership explicit.
Decide who is responsible for disconnecting, packing, reconnecting and testing technology. Moving equipment and configuring it are different tasks. Confirm the agreed scope with your moving team and your IT provider.
Follow your organization’s procedures for backups, sensitive records and device security. Identify equipment that must remain in service, travel separately or be installed in a particular sequence. Avoid placing sensitive data or passwords on external box labels.
Give employees a short packing brief.
A useful brief answers a few practical questions: what to pack, what to leave, how to label it and when the space must be ready. Ask employees to take their personal essentials and valuables themselves.
Separate material that is staying, being donated or being handled by another vendor. Mark these groups clearly so they are not mistaken for items included in the moving inventory.
Prepare for the next working day.
Agree on what a ready workspace looks like. That might include furniture in its planned position, clear walkways and the right boxes in each department. Technology testing and operational sign-off should have named owners.
Walk the space with your coordinator at the end of the move and document follow-up items. Share any scheduling constraints before the estimate is finalized. After-hours work and phased moves depend on availability and the agreed scope, not assumptions.
Every move has its own details.
Tell us about your spaces, timing and the kind of help you need. We’ll help you take the next step.
FREE ESTIMATE
