Moving Instructions
This document contains instructions that individual employees can use to prepare for the move. It covers general requirements,furniture prep, packing, and labeling.
Sample Move Schedule
Friday
Crew #1: 2 Drivers / 2 Tractors / 4 Trailers / 16 Men / 2 Supervisors
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7 pm to 8 pm: |
Drive time. |
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8 pm to 12 pm: |
Ready and load contents of cubicles. |
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10 pm to 2 am: |
Haworth's personnel to take apart cubicles. |
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12 pm to 2 am: |
Start to load cubicles on dollies. |
Crew #2: 4 packers |
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7 pm to 8 pm: |
Drive time. |
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8 pm to 2 am: |
Pack Private offices and commons areas. |
Saturday
Crew #3: 2 Drivers / 2 Tractor Trailers / 16 Men / 2 Supervisors
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6 am to 7 am: |
Drive to site. |
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7 am to 5 pm: |
Crew #3 loads cubicles @ origin and heads to destination @ 10 am to start unloading. Will remain @ destination for remainder of work day. |
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9 am to 10 am: |
Crew #1 drives to origin site. |
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10 am to 8 pm: |
8 Crew #1 finishes loading cubicles @ origin and will begin loading private offices and common areas. |
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10 am: |
Gator Services (Starck crew to assist) to ready aquarium and transport to destination. |
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12 pm: |
Haworth's personnelto assemble cubicles. |
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4 pm to 8 pm: |
When loading is complete, Crew #1 will go to destination and complete unloading of private offices and common areas. |
Sunday
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7 am to 8 am: |
Crew #1 and Crew #2 drive to destination site. |
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8 am to 2 pm: |
Crew #2 unpacks and sets up private offices and common areas. |
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8 am to 4 pm: |
Crew #1 unloads contents of cubicles and sets up cubicles and common areas. |
Generic Timeline
6 Months-1 Year before Moving Day
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__ Get office space
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__ Communicate to employees
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__ Identify major tenant improvement needs
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__ Set budget
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__ Choose the move day
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__ Obtain necessary permits
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__ Start contracting for major tenant improvements
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__ Order new phone number
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__ Order new fax number
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3-6 Months before Moving Day
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__ Design office space
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__ Assign office space
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__ Order chairs
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__ Order desks
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__ Order systems
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__ Hire movers
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__ Evaluate server room needs
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__ Evaluate computer networking needs
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__ Order change of address labels for notification
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__ Order new address labels for existing stationery, marketing materials
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__ Order signage for new location
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__ Identify phone system requirements
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__ Order phone lines
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__ Order Internet access
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__ Order phone forwarding
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__ Arrange internal/external maintenance service
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__ Arrange for trash disposal
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__ Set up cleaning service
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1-3 Months before Moving Day
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__ Get business insurance quote for new space
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__ Arrange for copier move or buy new equipment
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__ Order security system
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__ Order keys, access cards
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__ Arrange for beverage service
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__ Send change of address to all vendors
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__ Send change of address to all customers
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__ Send change of address to all subscriptions
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__ Notify all lessors of equipment move
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__ Order checks with new address
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__ Order long distance service
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__ Transfer 800 numbers or order new numbers
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__ Sell old equipment, furniture
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Preparing for the move (1 day to 1 month before Moving Day)
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__ Install phone lines
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__ Install phone system
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__ Assign new phone numbers, extensions
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__ Order new stationery
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__ Order new business cards
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__ Order new business forms
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__ Repair new office
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__ Clean new office
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__ Identify closest overnight drop off boxes
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__ Inventory existing computers
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__ Inventory existing furniture by room
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__ Order Dumpster for purging
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__ Purge old, obsolete materials
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__ Create new office extension directory
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__ Create new office layout map
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__ Create new fax cover sheet
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__ Create driving instructions
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__ Get new shipping labels
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__ Notify Post Office of Change of Address
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__ Update Web site with new information
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__ Add note inside mailbox about change of address, move
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__ Obtain moving crates/cartons
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__ Back up computers
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__ Take down systems furniture
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__ Pack up desks, personal spaces
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__ Pack up common areas
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__ Store property that will not be moved
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__ Tag furniture to be moved
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__ Tag all wall items and move to central location
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__ Install systems furniture
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__ Distribute new keys, cards
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__ Collect old keys, cards
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__ Empty, defrost and clean refrigerator
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__ Code new office space on a map for movers
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Moving Day
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__ Post coded signs in new office for movers
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__ Protect main moving paths
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__ Move plants
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__ Get office art
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__ Periodically visit old office to pick up mail
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__ Schedule phone training
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__ Schedule security training
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