Two Guys and a TruckMoving & Storage

Local & Long Distance / Residential & Commercial

Office MovingBest Practices

Best Practices for Office Moving

Introduction•Moving, whether it’s a home or a business, is considered one of the most stressful things that people encounter in life. Two Guys and a Truck not only provides this commercial service, but we also offer this guide, filled with information and tips, designed to help you and your team enjoy a low stress, successful transition.

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Packing Instructions

Desks

•Pack entire contents of every desk. Loose items such as paper clips, pens or rubber bands should be placed in an envelope and packed in a carton. Remove all pencils trays, stationery slots, etc. from desks and pack in a carton. All file drawers and desk top items should also be packed.

File Cabinets

•Most file cabinets can be moved with their contents in place and require no packing. Lateral file cabinets with three or more drawers, should have all but the bottom two drawers emptied and packed. All lateral or standard file cabinets that need to be relocated up or down stairs, as well as all fireproof cabinets, should be emptied and packed. Cabinets that are bolted together should remain unlocked.

For the most efficient office move, individual cubicles and common areas (including supply rooms, file rooms, mail rooms, conference rooms, kitchens) should be packed prior to move day.

Bookcases•Bookcases will require packing and their contents should be placed in cartons. Sliding shelves or drawers should be secured with tape.

Personal Items•Small plants, picture frames, fans, radios, and other personal items should be hand-carried by personnel to the destination.

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Moving Office Furniture

Labeling for Office Moves

Labeling•Label all items to be moved in advance. Usually, items left unlabeled will not be moved. Mark each label with the corresponding move number.

Color Coding•Use color coded labels to help group items with multiple pieces. For example, a PC may have labels for the monitor, keyboard, mouse and printer.

Two Guys and a Truck (800) 783-4897

Moving Office Equipment

Preparation of Office Equipment

When relocating office equipment, there are three questions to consider:

1. Who will prepare the equipment?

2. Who will actually move the equipment?

3. What is the priority for the equipment to be moved?

Copiers•Check with your vendor on moving copiers. Your maintenance contract may require the vendor be responsible for physically relocating the equipment. 

Desktop Computers•Computer equipment should be labeled and disconnected prior to the move. Back up computer files to prevent data loss. Cables should be removed and packed. Non-detachable cords should be coiled to prevent accidents.

Cables & Peripherals•Consider using 20”x26” Zip-Loc bags to pack and manage cables and peripherals. Put cables, keyboards and mouse for each workstation together. This allows for quick, organized reconnection of your systems.

Server Rooms•If your equipment vendor requires it, you may consider using them for the transportation of this sensitive equipment.

Two Guys and a Truck (800) 783-4897

Office Moving Day

On the day of your office move, make sure that there is at least one company representative on-site at each location: origin(s) and destination(s). This will prevent unnecessary delays and verify that all items have been picked up and delivered to your satisfaction.

Elevator Reservations & Access•Move dates and logistics should be clearly explained to building & facilities managers.

•Elevators are reserved on an exclusive basis, and the necessary keys and entry cards need to be obtained.

•All doorways and hallways should be cleared prior to the move. For maximum efficiency and safety, no other vendors should be working in these areas during the move.

 

Two Guys and a Truck (800) 783-4897

Cost Control

Cost Control

Moving quotes are based on a schedule and timeline. Changes in the move schedule or sequence can result in additional charges. Other causes for cost increases could include:

•New space is not completed

•Sharing of elevators and doorways

•Elevator and doorway obstructions

•Rearranging during the move

Maximizing Efficiency•Smooth office moves are built around the most efficient use of moving labor. The objective is to maintain the flow until the move is completed.

•Sometimes situations arise during the move that require experience and quick thinking to avoid an expensive slow-down. Rest assured that with Two Guys and a Truck, we have the experience and knowledge to handle such situations in the best possible way.

Two Guys and a Truck (800) 783-4897

Checklist for Office Moving

Pre-move meeting with Two Guys and a Truck project manager

Assign employees/locations a move number• Prepare and post new location floor plan• Duplicate copies• Full-size copy in key locations

Distribute pre-move information packs• Instructions• Number assignments• Labels

Mark all items with numbers and labels Reserve building and elevator access  Clear all desks and pack items Protect and pack fragile items Take down wall items Prepare specialized equipment (vendors contacted) Prepare for plants to be moved Complete and post new office layout forms Move assignments reviewed and clarified Move coordinators assigned & scheduled for both locations

Two Guys and a Truck (800) 783-4897

Prepare Your Office for MovingHELPFUL HINTS – Part 1

 

Form a Moving Committee with Your Staff

•Administration

•Staff Members

•Other Department Heads

Complete Walk-through at Existing and New Locations

•Prepare list of what is moving from office

•Confirm special move requirements

•Confirm access requirements for both locations (elevator, loading area, parking etc.)

•Discuss anticipated move date and schedule

Establish Activity Schedule

•Develop move strategy: sequence and timing of each department/group

•Plan how to maintain essential business activities on move day

•Establish packing and labeling plan, coordinate with new layout

•Include schedule for uninstall, move, and reinstall of all equipment and furniture, and/or delivery and installation of new equipment and furniture

Telephone

•Determine requirements (if new equipment)

•Select vendor and place order

•Cable

•Uninstall equipment

•Reinstall and test equipment Two Guys and a Truck (800) 783-4897

Prepare Your Office for MovingHELPFUL HINTS – Part 2

Data/Computer •Determine requirements (if adding new equipment) •Cable •Uninstall equipment •Reinstall/test equipment

Furniture - Free Standing •Determine requirements (if adding new equipment) •Specifications •Manufacturers •Pricing •Designate items for painting, refinishing, refurbishing•Delivery and installation schedule

Furniture - Systems •Determine requirements (if adding new equipment) •Inventory existing pieces •Determine reconfiguration requirements •Specifications •Manufacturers •Quantity and price

Two Guys and a Truck (800) 783-4897

HELPFUL HINTS – Part 3

Disposition of Existing Equipment and Furniture

•Arrange for the sale and removal of selected equipment and furniture

•Charity, Reuse and Recycle Programs, and other sustainable solutions

Move Preparation

•Move committees review schedule and activities with each department/group

•Post employees move schedule

•Distribute move materials and supplies

•Move

•Mover picks up empty boxes

Prepare Your Office for Moving

Two Guys and a Truck (800) 783-4897

Contact Us Office Moving

Two Guys and a Truck®

Expanding to My Guys Moving& Storage

45726 Elmwood Court

Sterling, VA 20166

For Free Estimates

Call (800) 783-4897

www.2gt.com

Corporate Relocation & Office Moves•Local & Long Distance / Domestic & International•Executive Moving Services – Customized to Client•Furniture – Delivery, Installation, Reconfiguration•Commercial Project Management & Government Services•Vehicle Transportation – Specialty Auto / RV / Boat•Logistics & Warehousing•Records Retention & Inventory Management

Two Guys and a Truck (800) 783-4897