Office Move Project Plan

The following are just some tips to create an office move project plan for your commercial move. Although it may seem stressful to move an entire office, with the right planning, key personnel and licensed, professional movers, the move can be a fluid and efficient process.

Commercial movers work best when visual prompts such as labels are utilized to identify belongings and designate space.  For example, all of the contents within Attorney Georgia Smith’s office should be labeled (desks including hutch and returns, floor mats, boxes, garbage can, chairs, etc.) and at destination, her office should be clearly labeled.  There are a variety of methods for labeling items and designated space; some movers utilize the number system while others utilize names.  A professional moving company will discuss and help plan the logistics of the move itself.

Whether moving a short or long distance, your office goods are going to be loaded into the back of a moving van where items will be stacked in tiers.  Empty spaces within the tiers will be utilized to place smaller items. Properly maximizing the cubic space within the back of the moving van is important in preventing damage to one’s property while being handled and transported.  Maximizing cubic feet during loading also is essential to avoid multiple trips.  Anything that prevents maximizing the cubic space in the moving van (poor packing and/or loading) may result in multiple trips which add unnecessary time to the move itself.

Office Move Project Plan: Precaution!

Take precaution when packing your moving boxes so items are not hanging out of the boxes. The boxes will be stacked on a dolly and in the moving van; it is difficult to stack boxes that do not have a flat surface.  Also, risk of damage is much higher when items are hanging and/or bulging out of the box.

Moving pads are not an option they are a necessity to prevent damage to your furnishings.  Recall, items will be stacked and packed tightly.  Moving pads prevent damage to your furnishings while the items are being carried out and loaded into the moving van.  Moving pads create a buffer between surfaces to prevent scratches, gouges, indentations, etc.  Experienced professional moving companies come prepared with plenty of moving pads.  A moving company that shows up without moving pads or an insufficient amount of moving pads is a major concern.

USE STRONG BOXES!

We strongly recommend utilizing heavy duty corrugated boxes.   Always secure the bottoms (the seam) of moving boxes with several strips of heavy duty packing tape.  Pack all boxes to the rim.  Boxes that are not packed to the rim are likely to crush when stacked which can cause damage to the items within the box (we recommend filling the box with crumpled paper, air bags or bubble wrap to fill the void).  Again, do not have items hanging or bulging out of the boxes, this prevents the ability to stack which can take more room than necessary in the back of the moving van.

Heavy items should be placed in smaller boxes and lighter items in bigger boxes.

Seal boxes once packed, the top of the surface should be flat to accommodate stacking in the moving van.

For distribution purposes at destination, it is always recommended you clearly label boxes, desks, filing cabinets, chairs, garbage cans, etc. i.e., KITCHEN, CONFERENCE ROOM, SUPPLY CLOSET, SECRETARY JONES, LAWYER SMITH OFFICE, etc.  Also, labeling offices, cubicles, etc. at destination identical to your furnishings, boxes, chairs, etc., makes the delivery process much more efficient.

Moving Boxes should be labeled. AMWAT is a moving company in Tallahassee, Fl.
Moving Boxes should be labeled.
Image Credit: © Jameswimsel | stockfreeimages.com

 

Insure that desks, chairs, filing cabinets, etc., fit inside your new space.  Custom made furnishings and/or furnishings assembled inside one office may not exactly fit in another office.  Measuring furnishings and the space you are moving into is advisable when in doubt.  Also, if a piece was custom made or assembled at its location, please have available any special tools that come with the product.

All the contents from the top of the desk and drawers including working papers, letter trays, books, clips, and other desk accessories must be packed.  Desks will be turned on end during the moving process.

Vertical filing cabinets can be moved with contents intact. To prevent files from shifting, tighten the internal drawer plate in each drawer to hold contents in place. Multiple flights of stairs without use of an elevator at origin or destination may require files be emptied to avoid damage to cabinets.  There is an inherent risk to moving filing cabinets that are full; movers are not responsible for damage to the working parts of a vertical filing cabinet if moved with contents intact.

Lateral file cabinets should be emptied due to its design. Lateral file cabinets can easily damage when move with significant weight in them.

Ideally and specifically during large commercial moves it is most efficient for the customer company to assign an employee(s) as move coordinator(s).  A move coordinator is someone who is familiar with the layout of destination, assignment of employees’ offices, cubicles, etc. and answer questions that may arise during the move or can contact the appropriate personnel should the need arise.

Label your box on the sides not on top.  Remember the boxes will be stacked so it is difficult to see labels on the tops of the boxes once stacked.

Use bubble wrap, news print quality paper or tissue paper to wrap glass ware and/or fragile items.  We do not recommend utilizing newspaper due to the residue it leaves on your belongings.

Bookcases and storage cabinets must be emptied completely and packed.  Bookcase shelf pegs should be removed and packed away for safe keeping.  Loose bookcase shelves should be tagged separately and laid down in the bottom of the bookcase.

Ziploc bags are great for keeping hardware and accessories organized.  We recommend utilizing a separate baggie to keep accessories and hardware for desks, cabinets, bookcases, technology, etc.   Baggies are also great for dumping items from cluttered draws (pens, sticky pads, clips, etc.).

Sharpies are great tools for marking boxes and baggies.

Small appliances and electronics should be packed in boxes specific to size. Before you pack your printer, remember to print out your office move project plan! Avoid packing multiple items with your appliances and electronics.

All computer equipment should be disconnected by the company’s employees or IT personnel prior to the moving crews’ arrival.  Utilize individual plastic baggies for accessories and cords to avoid confusion when reassembling.  Don’t forget to label your plastic baggies.

Copy machines if leased are commonly moved by the leasing company.  It is strongly advised to contact your copy machine vendor prior to the move to discuss options.  Copy machines owned by the company should be unplugged and the toner removed to avoid spillage during transportation.

Small mirrors should be carefully wrapped and packed in boxes.  Flat cardboard should be used to cover large paintings, artwork or wall mirrors.  Many moving companies sell mirror packs in a variety of sizes.

Area rugs should be rolled up and carefully secured with tape or rope.

It is best to utilize small boxes when packing books, preferably a 1.5 cubic feet carton.  Insert books on edge to help reduce the stress of the books during transit.  Alternate the up and down edges of the books. Make sure to completely fill the carton with books so there is no shifting.  Do not utilize large boxes to pack books, it may seem convenient but it creates a hazardous load for the individual handling the box.

Unless you plan on transporting lamps yourself, lamps should always be packed in a moving box prior to loading on the truck.  Lamp shades that are not appropriately packed in a box can easily crease during the loading process.

DO NOT PACK THE FOLLOWING!

Aerosols, acetone, ammunition, combustibles, explosives, liquids, etc. These items can damage your belongings and will void insurance and mover’s liability.

Items not to be moved should be clearly labeled “DO NOT MOVE”.

We hope this office move project plan will assist you. For more information, or a commercial moving quote, call us at 850-877-7131. Or click here.

AMWAT is a moving and storage company in Tallahassee, Florida. We provide local, commercial, and international moving services; as well as warehousing services such as receiving, inspections, and distributions.https://amwatmovers.com/moving-company-contact-move-estimate/

 

4 thoughts on “Office Move Project Plan

  1. I am glad you find the moving and packing tips beneficial. We will be posting additional tips so we encourage you visit our website in the near future. Thank you for your input and, thank you for reading the Moving Maven Blog.

    1. Yes, an office relocation can be somewhat of a “messy task”. However, by taking a little time to plan and implement some of the tips provided, one can ease some of the stress associated with any move. Also, finding a reputable and experienced moving company who can assist you along the way can alleviate much of the stress. Thank you so much for your comments and please visit us in the future for additional interesting reads.

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