Office Removal Checklist

OFFICE REMOVAL CHECKLIST

The biggest fear for all Companies is the loss of time during an office relocation, proper planning ensures minimal loss in productivity and stress-free seamless moving experience.

As we all know TIME = MONEY.

FIRST THINGS FIRST

Assign a project co-ordinator from your Company, this person would need to Liaise with Mini and Maxi Movers during the entire process leading up to the move as well as dealing with the team leader on the day of the move. Contact us to arrange an FREE on site quotation, this will alleviate any confusion as to what will need to be moved.

Inform all staff of the pending move and make sure they are kept in the loop regarding the move and what their roles as individuals will be on the day.

4-6 WEEKS PRIOR TO THE MOVE

The following needs to be confirmed with your Mini and Maxi Movers consultant:

What items need to be packed / wrapped by us.
Order Boxes and packing materials such as tape, bubble wrap, markers, fragile stickers etc. for DIY packing
Current Address – Collection
New address – Delivery
Any rules, regulations or restriction for both collection and delivery addresses
Final Inventory list of furniture that will be moved.

Send a notice to your clients and suppliers informing them that you are relocating and inform them of your contact information, including new telephone numbers, postal address and physical address.

Obtain a floor plan of the current and new offices, to ensure that the collection and placement at the new offices is easy and seamless.
Create a proposed furniture orientation and office layout using the floor plans.
Arrange the disconnection and reconnection of:

Computers
Telephones
Electricity
Fax lines
All electronic equipment
Printers
Telephone lines
Internet Connections
Mail Services
Alarm System

Inform your Insurance company or Broker of the pending move and ensure your furniture is all-risk insured
If you have a LARGE safe, you would need to contact a safe removal company to ensure they will be there to relocate your safe on moving day.
Inform all relevant people at your current address and new offices of the confirmed date and time of your move.

2-3 WEEKS PRIOR TO YOUR MOVE

Confirm the following with Mini and Maxi Movers:

The Cell phone numbers for the Removal Co-ordinators
A list of what needs to be packed and wrapped by Us, as well as a specified date for delivery of all ordered boxes, paper, Bubblewrap and tape
Which items need to be dismantled and reassembled
The Final inventory list

All vehicle restrictions or information we would need pertaining to the truck sizes, do we need to send ID’s for the teams etc.
Determine which departments need to be prioritised with regards to eliminating time wasted eg. Reception Desks etc. to ensure you can take incoming calls and the Servers and co-ordinate with your IT department to ensure all computers will be up and running as soon as our movers have left.
Arrange all items that are leased are either moved by the specific company or that you have permission for us to move these e.g. Photocopiers, Water machines, Plants etc.

DIY PACKING

Ensure that all packing equipment has been delivered.
Start packing the boxes and sorting out your personal effects, all drawers and cupboards need to be cleaned out before moving day.
Ensure every box is properly sealed BOTH sides.
All boxes containing FRAGILE items must be CLEARLY marked with a FRAGILE sticker
Label each box clearly, we suggest using different coloured stickers for each office and placing the matching sticker on the door frame at delivery. This makes the process so much clearer for you as well as the movers on the day.
Take all Pictures, Mirrors White boards, notice boards and TV’s off the wall, unless previous arranged with us.

1 WEEK PRIOR TO YOUR MOVE

Arrange access and keys to your new offices.
Send a FINAL notice to all employees to ensure they are all aware of what will be expected of them on moving day.

2 DAYS PRIOR TO YOUR MOVE

Make sure all drawers and cupboards, cabinets etc. are empty and have been boxes correctly to ensure easy unpacking on site at the new offices.
Confirm with all relevant people that you ae good to go.
Ensure that the new offices are cleaned before moving in, also arrange for a cleaning service for your current offices
Ensure all electronic equipment and furniture is cleaned and ready to be moved

1 DAY PRIOR TO YOUR MOVE

Ensure your project co-ordinator has the final list if what is being moved, with any information that the Team leader from Mini and Maxi Movers will need. Communication is key. If you need something specific ensure to be upfront with the Team leader to ensure no confusion or stress on move day. The team is there to assist you in way possible and make the entire moving experience seamless and stress free.
Ensure the IT department is organised and ready to disconnect all computers/ servers etc.
Disconnect all electrical equipment
Check that ALL boxes are Sealed and correctly marked
Ensure all employees have removed all personal effects and any valuables from their space.

ON MOVING DAY

Current Offices

On arrival of the team and truck/s from Mini and Maxi Movers, the office representative must walk through with the Team Leader to ensure they know exactly what you need done. Again, communication is key. Our team is there to help in any way they can.
Before the trick leaves the premises, ensure everything is loaded onto the truck, in the event of any items missed or not listed on the final inventory don’t stress, we will move these and bill you accordingly.
Ensure all windows and doors are locked.

New Offices

Ensure that the movers know exactly where everything must go, to ensure once any dismantled desks are reassembled they don’t need to be moved after we have left.
Check all phone lines are working, and that the IT Department is set up to connect you when we leave
Make sure you have a handy man on site to put up all Pictures/Mirrors, TV guys to install TV’s

Start unpacking your new Offices.