Commercial/Office Moving
Guide to Commercial/Office Moving
Implementing A System For Tagging & Marking
The process of coding floor plans is the first step in developing a logical move plan. The strategy is to prepare the move to flow in a logical and fluid manner. Every item to be moved must be identified and labeled so that it may be placed by the mover in it's exact destination location. A tag also instructs a mover how to handle that item, for example: Location (where the item is going) Sequence (one color may proceed another) Liquidation (directive to the mover) Do Not Move (directive to the mover) Storage (directive to the mover) Contents (directive to the unpacker)
Your mover will supply you with "office tags"
Placement of furniture and equipment at your new facility will be identified by number, not by name. When coding the floor plan each person and each area being moved must be identified with a single room or area number. To identify placement location, placards with the proper room numbers must be affixed to the entrance of each individual area and/or room at your new facility. Everything must be tagged! For example; when a desk has a removable return, both pieces are tagged. Each piece of computer equipment is tagged (i.e.: monitor, CPU, keyboard and cable bundle). Everything must be tagged no matter how seemingly inconsequential (i.e.: floor mats, white boards, trash cans, etc...). Items without a tag will not be moved. This great level of detail means less supervision will be required at your new facility (remember; the mover's time is your money). An example of our method for indicating placements at destination is shown below. Each individual item is assigned a number which corresponds to it's place on the floor plan. In this example the employee's room/area number is 15. A dash ("-") is placed after the number and each individual piece of furniture is assigned a numbered location which corresponds to the number shown on your floor plan. Proper tagging and placarding will be a key factor in achieving an organized and smooth-flowing move. It will save your company time and money.
Computer Equipment & Desk Top Machinery
Computer equipment must be disconnected by your company. Drives should be backed up prior to the move. Service, warranty or leasing agents must be notified that you intend to move the equipment. Personal computer equipment will be blanket wrapped and packed into commercial bins by Avatar Moving Systems personnel. Typewriters and other large desk-top business machines should be properly tagged, disconnected and left on their respective desk tops. Avatar Moving Systems movers will blanket wrap each machine and pack them into appropriate bin containers. Each piece must be individually tagged (i.e. the CPU, monitor, keyboard and cable are tagged separately) with the employee's assigned number. Mainframe or mini computer equipment will be pad wrapped and moved via Avatar air-ride van. Packing & Marking Containers, Boxes & Cartons
Desks & Credenzas
Desks, credenzas and storage cabinets are moved on end. Unless the contents of these items are completely emptied and packed into cartons the contents will fall out and be lost. Desks and credenzas are tagged on the top surface. Chairs are tagged on the back rest.
Photocopy Machines
Photocopy machines need to be serviced by the manufacturer or service contract agent before being moved. Failure to do so may void your machine's service contract or warranty. Generally, after they've been serviced, these machines are blanket wrapped and moved via Avatar air-ride padded van by Avatar personnel.
Bookcases & Storage Cabinets
Empty them completely and pack the contents into tote cartons. 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. Bookcases are tagged on either side, or on top. Storage cabinets are tagged on the upper right hand corner.
Steel Shelving
Assembled units must be cleared of all supplies and stock before they can be moved. See your mover for recommendations on tagging steel shelves holding stock. Forget about moving steel shelving with product on them. Sounds great...doesn't work (been there...done that).
Work Benches & Tables
Surfaces must be cleared of all items. Drawers must be emptied and packed into cartons. Workbenches and tables are tagged on the top work surface.
Delicate Material
Mark it FRAGILE! To assure special handling be sure to advise the Avatar Moving Systems supervisor or project manager of it's sensitive nature. Proper labeling and communication is essential for moving these items safely.
Standard-Vertical (Narrow) File Cabinets
These file cabinets will be moved with their contents intact. Securely tighten the file holder in the back of each drawer to prevent the contents from slipping. Standard-vertical (narrow) file cabinets are tagged on the upper right hand corner of the top drawer.
Lateral-Horizontal (Wide) File Cabinets
Due to their light construction and tremendous weight when full, lateral file cabinets must be emptied with the contents packed into cartons. Failure to do so may result in damage to the cabinet, your facility or injury to a mover or one of your employees. Lateral-horizontal (wide) file cabinets are tagged on the upper right hand corner of the top drawer.
Safes & Fireproof File Cabinets
Check elevator load capacity for extremely large safes.
Map Cases, Drawing & Tracing Files
These items must be moved on end. It is recommended that they be completely emptied prior to being moved. Map cases, drawing files and tracing files are tagged on the top drawer or on the upper right hand corner.
Routing Within The Building
Building management services should be made aware of the move in advance. Loading, unloading areas, entrances, exits and loading docks must be made available to the movers exclusively. Reserving all elevators for the exclusive use of the mover will save time (which will save you money).
A Pre-Move Conference Helps Clarify Responsibilities
Prior to each phase, plan a pre-move meeting to be conducted between each of your department heads and the movers' project managers. At this meeting understandings can be reached as to what the responsibility of each party is. This will assure that the move is accomplished efficiently.
Protecting Your Corporate Facilities
Proper building protection preserves the newness of the building and eliminates the need for extensive carpet cleaning and touch-up painting once the move is completed. Upon request, Avatar Moving Systems workmen will install a masonite walkway to protect carpets and floors, eliminating damage caused by heavy traffic. "cornerbucks" and "koroflex" corrugated wrap may be used to protect facility corners and finished wall surfaces. We use the right materials placed in the best fashion to provide ultimate protection, thereby, reducing your maintenance cost.
Employee Participation
With the exception of your company's supervisors, and for reasons of safety and expediting the flow of the move, it is recommended that all your employees are not present on the day they are to be moved to their new quarters.
Post move-out Cleanup At Origin
You will need to make arrangements to have the origin facility cleaned once the move out has been completed. You will be surprised at the large amount of waste which will be uncovered once everything has been removed from the old facility.
The do's and dont's of office moving
Do: Use only the special moves "tags" that your mover has provided. Tag everything no matter how small or seemingly inconsequential! For example; when a desk has a removable return, both pieces must be tagged. Bundles of computer cables, floor mats, white boards, trash cans, typewriters, individual computer components and peripherals, etc... must all be individually tagged. Items that are not tagged will not be moved!
Do: Tag items in locations that are easy for the mover to spot. For example, tag...
Chairs on the back rest
Desks, tables and credenzas on the top work surface
Bookcases on the top
Storage cabinets and file cabinets on the front top
Tag boxes on the ends - do not place tags for boxes on the top of the box!
Do: Completely empty the contents of the following articles
(these items will be flipped on end onto dollies contents will fall out)...
Desks Table drawers Credenzas · Shelving Storage cabinets Bookcases
Do Not: Empty vertical (the narrow type) file cabinets - these will be moved full.
Do: Leave only the two (2) bottom drawers of lateral (the wide type) file cabinets full - all drawers above the bottom two drawers must be completely emptied!
Do: Plan on making all electrical and mechanical disconnections yourselves (unless other specific arrangements have been made with your mover).
Do Not: Have a lot of company personnel in your facilities on moving day. They will only get in the way and distract the movers. Have only two (2) key company personnel at your facilities to answer the mover's questions and direct placements.
Do Not: Move photocopiers with toner installed inside. You must notify all service or lease agents that you are moving photocopier or computer equipment that is under contract.
Do Not: Arrange to provide the movers with clear, direct and exclusive access to entrances, work areas and any required elevators at the origin and destination facilities. |
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