Helpful Tips for Moving Your Employees From Your NYC Commercial Movers

Helpful Tips for Moving Your Employees From Your NYC Commercial Movers

Posted by Steinway Moving & Storage on Mar 9, 2016 10:07:17 AM

As a certified and professional office mover, we understand the process of relocating your entire business. From the computers to the furniture, and everything in between, moving your office can be a daunting undertaking.

But it’s not all about the items that you’re moving – you’re also relocating your employees.

To help you on your way to a smooth employee transition, here’s an excerpt from our Commercial Move Planning Guide to get you and your staff through without a hitch.

We suggest you print these out and distribute them to your employees well in advance so that they can prepare accordingly.

You will need:

• Color-coded tagging system arranged by floor or office department
• Pre-printed labels
• A "how to pack" list for employees
• Logistics coordination, especially on a multi-level or multi-floor, or multi-phase move
• An employee inventory list
• A condition report/take pictures

Employee packing checklist:

  1. Personal items:
    The office movers cannot be responsible for your personal possessions, such as legal papers, money, lighters, fountain pens, etc. For your own protection, we suggest that you move these items privately. If you need special containers, ask your certified moving consultant.
  2. Cartons:
    Be sure that all cartons are properly assembled. Leave a two-inch space at the top of each carton. The mover has special cartons and boxes available for electronics equipment, libraries, bulk supplies, lamps and other breakables. If you require special boxes or packing services, ask your supervisor to advise the move consultant.
  3. Desk:
    Pack all contents. This includes current working papers, letter trays, books and other desktop items. Important: Seal paper clips, pencils and all other loose materials in envelopes, and then pack them in cartons. Protect all glass receptacles with paper or other stuffing. Leave glass tops and pads on top of desks for the movers.
  4. Filing Cabinet: 
    Remove all contents before the move.
  5. Security Files:
    Check with supervisor for security regulations. All files should be locked prior to moving
  6. Supply or Storage Cabinets:
    Remove contents for supply cabinets and pack in cartons. Lock, tape, or tie cabinet doors.
  7. Book Case:
    All books should be removed and packed into cartons.
  8. Coat Racks or Lockers:
    Remove and pack all items.
  9. Office machines:
    Machines should be labeled with employee name, department, and floor if applicable.
  10. Keys:
    Keys should be tagged and coded to the locks they fit and packed in a safe place.
  11. Pictures, Maps & Bulletin Boards:
    If secured, remove these items from the wall. Tag each piece and place them on end, back-to-back in carton. If the item does not fit in a carton, lean it against the wall, and the mover will take it from there. Consolidate small pictures in containers. Cushion with packing materials, i.e. newspaper.
  12. Special Equipment:
    Professional servicing may be required from a manufacturer such as Xerox, IBM or other data processing equipment. All equipment containing liquid must be drained prior to the move.
  13. Plants:
    Employees should arrange for the safe transportation of plants.
  14. Miscellaneous:

• Desk Letter Trays - Loose papers should be emptied and packed in marked cartons.
• Furniture Casters- Remove loose casters and pack in cartons.
• Miscellaneous – Desk clocks, calendars, rubber stamps, bookends, etc. should be packed in cartons. If special packing is required, make sure they are clearly marked as such.
• Employee Consolidating- Consider consolidating office belongings with other employees who are located in your immediate area to conserve carton space.

Topics: Commercial Moving



A-1 First Class Commercial Move Planning Guide EBook

When moving, small offices will need to start their planning process at least three months ahead of time; medium to large offices will need at least six to eight months.

6-12 Months Before:
You should select a site and develop options that meet the criteria for your new location.

6-8 Months Before:
You should start preparing for your move.

3-6 Months Before:
Develop the site and coordinate a construction timeline.

6 Weeks Before:
You should have new equipment installed and schedule a walk-through of your new space.

For details on this timeline and other valuable information on moving your business, download your FREE copy of the A-1 First Class Commercial Moving Guide.

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