Why Move Day is the Least Important Day of the Move

We’ve all been there. It’s early in the morning and the promise of free pizza just isn’t as enticing as it was when you committed to helping your friend move. You shimmy past upended furniture and boxes hoping for free coffee as well, and realize: the boxes are mostly empty, the furniture has not been dismantled, there are dishes in the cabinets. Your friend knew about this day for months and yet here you are shoving clothes still on the hangers into suitcases, throwing jars of spices into bags. You get through the day and tell yourself there is no bribe great enough to enlist your services for the even bigger nightmare that will be unpacking.

Obviously the scale and complexity are magnified for workplace moves. In addition to all the furniture and upended boxes, now there’s technology, specialty equipment, dusty files, the beloved office plant, and workstations with countless parts and pieces. Regardless if the workplace is a small office, large office, school, healthcare facility, studio, or warehouse, moving requires a high level of preparation, which is why Move Day is the least important day of the move.

But where to start? Below is a framework that illustrates at a high level what is important to focus on and when.  It’s great if you start packing five months in advance but if you wait too long to engage all your vendors, you’re likely to have coordination issues. It isn’t just about being proactive, timing and communication matters.

FIRST STEPS

• Assemble the team – often moves involve multiple departments such as IT, HR, Facilities, etc. as well as outside vendors

• Reach out to building management at both locations

• Walkthrough the current space (Origin) and the new space (Destination). What stuff is moving? What needs to be purged? Account for storage and specialty space needs.

• Identify specialty equipment moving – who needs to move it? Does the Destination have the proper infrastructure? 

• Discuss and align on roles and responsibilities

• Review Origin lease – are there any decommissioning requirements?

NEXT STEPS

• Reach out to vendors
• Meet with all stakeholders regularly to review status and risks

• Confirm schedule, especially if the Destination requires renovation prior to move-in

• Finalize seat assignments

• Finalize To/From list

FINAL STEPS

• Meet with all stakeholders (as frequently as needed) to review finalized plans and ensure everyone is in sync

• Finalize move plans

• Create move placards

Follow these steps and you’ll be well prepared to ensure everything moves exactly where you need it to. In parallel to moving things, however, it is also crucial to consider the people moving as well. For more on the Workplace Experience side of a move, stay tuned for future newsletters.

Questions or comments? Reach out to us!

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