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Office Moving Guide
OFFICE MOVING INSTRUCTIONS
The following information and instructions have been prepared in order to facilitate packing and moving by your employees:
1. It should be the responsibility of each department or section head to have the staff follow these instructions in order to minimize loss of time in preparing for the move.
2. Each employee should be responsible for his or her own preliminary packing for the move. To assist in this task, detailed instructions for packing and marking follow. Unless otherwise specified, packing and unpacking will be performed by your personnel.
3. It is important that only personnel involved directly with the move be present during the course of the actual move.
1. One-piece plastic Tyga boxes and/or one-piece self-locking cardboard moving cartons will be available for packing. Be sure to receive training on the proper methods for packing and stacking the Tyga boxes or for assembling the cardboard moving cartons. Each has advantages in specific situations, but the Tyga boxes are the most desirable. Please see instructions below for further information regarding assembly and packing.
2. All packing should be completed prior to the actual start of the move.
- DESKS – It is necessary to empty desks. Paper clips, pencils and other loose items should be sealed in envelopes or zip lock bags. Current working papers, letter trays, books and items on top of the desk should be packed in cartons. Protect all glass receptacles with paper or other material in the carton.
- FILING CABINETS /VERTICLE – These cabinets will generally be moved with contents intact. Tighten the internal draw to hold contents in place. Lock the cabinet if possible. These cabinets would need to be partially emptied if your move involves a flight of stairs. Fireproof cabinets and wooden file cabinets need to be completely emptied. Ask us for specific info. Also there could be a risk to the integrity of the cabinet if moved with all contents intact. If locked, remove the key and pack in a safe place. Note: If the file has a punch-in lock and you do not have the key, wrap tape around the lock to avoid accidental locking.
- FILING CABINETS/LATERAL – These cabinets cannot be moved with all of the contents intact. If your move doesn’t involve negotiating any steps we do allow the bottom two drawers to remain intact. Pack all of the contents in cartons, and secure the drawers by locking if possible.
*Note: Depending on the quality of the cabinet - in some cases, creases have formed in the back of some of the cheaper cabinets from moving with the contents intact. Once that happens the drawers will never operate correctly.
- BOOKCASES – All contents should be packed in cartons. After packing, remove the shelves and tape together. Remove the shelf pins and pack in an envelope or a zip lock bag.
- SUPPLY OR STORAGE CABINETS – All contents should be packed in cartons. Lock/tape the cabinet doors.
- COAT RACKS OR LOCKERS – Pack all contents, including hangers.
- SMALLER OFFICE MACHINES – (Scanners, printers, etc.) DO NOT PACK THESE MACHINES. Leave the machine on top of the desk or stand. Be sure the equipment has been serviced and all components disconnected. Small items, such as power cords, should be packed in zip lock bags or cartons.
- PICTURES, MAPS AND BULLETIN BOARDS – These items, if secured to the wall, should be removed. Tag each piece and leave against the wall. The mover will handle. Small pictures, etc., should be packed in cartons. Newspaper should be stuffed in empty spaces between the pictures.
1. Certain types of equipment, such as copiers or computer equipment require special servicing. These arrangements should be made directly with the vendor of each particular machine prior to the move date. If any of these items are leased, failure to notify them of the move could void any warrantees. Personal Computers should be backed-up and separate components should be disconnected prior to moving. Remove loose wires and pack in box.
2. If special services require electricians, plumbers or machinists to disconnect equipment, please notify your supervisor so that proper arrangements may be made. Internal servicing may be required and if not followed, may void service warranties.
3. Copying, printing and reproducing machines containing liquid or fluid must be drained.
4. All Jersey Moving & Storage cannot be held accountable for resultant damage if the above criteria are not met.
5. LIVING OR ARTIFICIAL PLANTS – All Jersey Moving & Storage can move but will not be responsible if the plant is damaged. Employees should arrange to handle these items.
All cabinets should be locked prior to and during the move. If security regulations require escorts, arrangements should be made with All Jersey Moving & Storage.
All Jersey Moving & Storage will not be responsible for the transportation of these items. Employees should arrange to move their own.
TAGGING AND MARKING INSTRUCTIONS
1. Each and every item to be moved must be tagged or marked. Keep in mind that certain items consist of several different sections, such as detachable bookcase units. Each of these sections must be tagged.
2. Specific and detailed code assignments for floor, room number, etc., can be obtained from your move coordinator. Be sure you fill in correct information on each tag.
3. Certain furniture and equipment may need dismantling for moving (L-units or conference tables). Be sure to tag each piece with the same tag information.
4. LOCATION OF FURNITURE IN NEW OFFICE – On a placard provided by us or on a blank sheet of paper, draw an arrangement of furniture in your new office. Each item should be identified and should be drawn close to scale. Be sure to draw in the location of the door or window. Always place the door at the bottom of the drawing. Give to your move coordinator prior to the move.
5. LOCATION OF TAGS – A uniform marking system is necessary and will greatly assist the movers in locating the furniture and equipment in the new office. We will help design a workable, efficient system.
“DO NOT MOVE”: If items are not to be moved or if equipment and furniture are to be discarded, be sure to tag them with “DO NOT MOVE” labels. This will eliminate any unnecessary expense.
Each label’s color identifies a piece as going to a particular floor. On that floor, it will go to the room number specified. On the door to each room should be a floor plan depicting placement in the room for all identified pieces. Dividing the building into color-coded floors helps the move proceed more quickly and eliminates backup at elevators; identifying rooms and furniture pieces helps get things placed exactly where you want them.
Here’s a simple checklist to make sure nothing get lefts behind or overlooked:
- Desk empty?
- Supply cabinets cleared?
- File cabinets cleared?
- File drawers locked?
- Wall items taken down?
- Breakable items properly packed?
- Computers and other machines disconnected?
- “DO NOT MOVE” tags placed?
- Liquids drained from equipment?
- Desk pads and chair pads labeled?
- Have a set of spare keys available.
THEFT OR LOSS
Report missing items immediately. In most instances, these items are discovered within a short period of time and are found to have been misplaced due to the lack of, or improper tagging.
All Jersey Moving & Storage cannot accept liability for missing items unless such items are considered missing while they are in our complete and total control, or if it can be proven that there was gross negligence on the part of our personnel.
CONDUCT A PRE-MOVE “PURGE” CAMPAIGN
To All Personnel: Please read these suggestions carefully and dispose of everything you will no longer be needing, before you move. Do not delay doing a good “housecleaning job” so that obsolete material can be discarded now, thereby reducing packing and moving charges. It is possible to get permission from the city to have industrial size dumpsters placed in front of the building if you have an excess of garbage to throw away.
Individual Files: Please go through each file, folder by folder, with the thought of eliminating as much as possible
General Files: Transfer to storage center all records with predetermined retention periods. Transfer records ahead of schedule if it will eliminate the necessity of moving them. All Jersey Moving & Storage offers record storage.
Eliminate prior to commencement of packing all unneeded items. Remember, all personal items are to be taken home.
Analyze contents of storage cabinets and reduce stocks to a minimum. Provisions will be made to purchase stationary and supplies for delivery to the new location.
- GLASS TOPS AND BLOTTERS TAG SEPARATELY AND LEAVE ON DESKS
- REMEMBER TO TAG ALL TRASH CANS AND FLOOR MATS
- TAG LAMP SHADES AND LAMP BASES
- Contact service vendor for office appliances and coffee machines. Remove and pad glass plate from microwave. Unplug refrigerator and leave door open, plug in at new location immediately following move.
PACKING WITH TYGA BOXES
1. Tyga boxes arrive nested in stacks for easy handling. Select one crate and place it on the accompanying dolly. Roll the dolly close to the item you plan to pack.
2. Load as much or as little as you wish while allowing the interlocking lid enough space to close completely. Do not overfill. Fragile items will be safe within the sturdy container, but be sure to place padding inside, between items to avoid damage.
3. Upon loading and closing the first crate, label it on the designated end (color-coded labels will be provided by All Jersey Moving & Storage) and place a second empty crate on top of the first. Be sure to align the crates so that the labels will all face the same direction. Continue packing as before, the interlocking crates will stay safely in place. You may repeat this procedure with as many as four crates per dolly, but if you complete packing one area before reaching the four crate limit, simply roll the dolly to a new area and continue packing.
4. Tyga boxes are designed to interlock and maintain the integrity of their contents, but for added security ask us for randomly numbered security seals.
5. You can also find metal rails nested in the top flaps that can be removed and used inside the box to hang either letter or legal size folders.
6. When unpacking simply reverse the process and remove and stack each empty crate as you go. All Jersey will collect the empty crates generally within a day or two of the move, so be sure to unpack quickly.
7. Unless discussed, a quote that includes Tyga Boxes typically allows a one week rental period. If you feel that is not enough time please bring it to our attention so we can revise your quote to account for an extended rental period.
Preparing for the Move
Moving a corporation may actually be more stressful than moving your home and family. You may not have control over many aspects in a corporate move. You must follow a certain guideline that is provided by the company. Make sure you give yourself at least 3 months of preparation. Most people are completely unfamiliar with how to prepare for a corporate move, Unfamiliarity can cause much headache and stress.
The most important part of moving a corporation is to plan everything out in advance. Corporations are usually about making money. So, if the company is not up and running, but instead moving, then the company is not making any money. The major goal in a corporate move is to be cost-efficient. One of the ways to obtain this goal is to be time-efficient. The less time you spend moving, the more cost-efficient you will be for your company.
In order to save time, make sure you are very familiar with your new location and offices. Know exactly how large (take measurements) the new rooms are. Notice any differences in shapes of the rooms or new furniture. You want to make sure your old or new desk, chairs, filing cabinets, etc. fit inside your new space. To make sure that everyone knows his or her new dimensions, a floor plan should be created before the move.