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Office Moving Checklist
4 Weeks before the move
- Meet with Rentacrate, your Mover and/or Move Consultant to
finalize the move schedule.
- Form Moving Supervisory Team to assist in delegation and implementation.
- Finalize floor plan for new office and assign label and placard
colors and department numbers to provide to your mover.
- Prepare Move Communication Packets for your employees, providing
the move schedule and instructions for Purging
and/or Shredding and How to Use Rentacrates (the Pak-N-Stak™
Process). Rentacrate can provide literature for your employees.
- Schedule and prepare agenda for your Employee Move Orientation
Meeting.
- Take inventory of all “High-Value” items in your
office and note any pre-existing damage. Declare all high-value
items to your mover in writing.
- Contact your insurance agent to discuss coverage during your
move.
- Meet with your MIS Department to discuss special needs for
moving IT equipment. Rentacrate can also meet with your MIS Department
to explain the Pak-N-Stak™
Process for moving computers.
3 Weeks before the move
- Conduct your Employee Move Orientation Meeting
- Distribute Move Communication Packets to your employees.
- Assign individuals to be on-site during the move to answer
questions and supervise the process.
- Distribute list of contact names and telephone numbers where
contacts can be reached on the day of the move
- Contact Building Management at your new location to review policies
and procedures for move-in day.
- Arrange loading dock and elevator reservations as appropriate
at the origin and destination locations.
2 Weeks before the move
- Communicate with your staff, encourage a successful purge process.
- Make list of employees who will not be present for the move
and assign an individual to pack and label
their work area.
- Assign individuals to pack and label
common areas such as the kitchen, lounge, etc.
- Draft an emergency contact list for vendors such as Rentacrate,
Elevator Maintenance, Building Mgmt, Utilities, Telecom, and Moving
Company.
1 Week before the move
- Provide Placards
to your Mover or Move Consultant to post at the destination site.
- Confirm dock and elevator reservations and origin and destination
locations.
- Contact Building Management to confirm dates and times.
- Conduct a Final Prep Meeting with Supervisory Team, Mover and
Move Consultant. Review the move schedule and address any last
minute needs.
- Confirm the schedule of individuals who will attend the move
and their roles.
- Distribute 2-way radios and cell phones as appropriate for
use during the move.
- Distribute copies of floor plan to your move supervisors.
- Designate a Lost and Found area at the destination site.
Moving Day
- Make sure Move Supervisors are at their assigned posts at origin
and destination facilities.
- Monitor collection of Lost and Found items and identify where
they should be delivered.
- Conduct a thorough and final walk-through of the origin site
with your mover to ensure that all items have been moved.
- Assess completion of the move at the destination site and rearrange
as necessary.
Post Move
- Assign a crate collection site for empty crates.
- Encourage employees to unpack quickly and bring their empty
crates to the assigned location.
- Complete regular walk-throughs of office space to identify
crates which still need to be unpacked or brought to collection
site.
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