6-Month Checklist for Your Office Move


Checklist for Your Office Move



By Don Warner


I’m a move planner for Chipman Relocation & Logistics. My job is helping businesses move. I put this checklist together to help you organize your relocation by showing the overall progression of a moving project.


This checklist is based on a 6 month time-frame. You might have more or less time available so adjust as needed to fit the time you have before your move.


6 Months before Moving


  • Appoint a move coordinator: one person who can take the lead in organizing others.
  • Give the move coordinator the time; budget, authority, and staffing needed to focus on the move arrangements.


o Move Coordinator Tip: If you were just handed the job of move coordinator and want some inspiration, be sure to check my mini-article: The Office Relocation Hero: Why Everyone Will Love You.


  • Establish a company move team to cover the major areas
    • Facilities
    • Furniture
    • IT
    • Communications


  • Establish a vendor team
  • Meet with interior designer to develop a space plan and costs.
  • Meet with telecommunications vendor to develop telecommunication system and costs.
  • Meet with moving company to develop scheduling plan and costs.


  • Set move dates
  • Begin with the date you want to physically move
  • Set phone and computer cut-over dates


o Move Date Tip: Take your best shot at a date, knowing that it might need to be adjusted. It helps everyone to have a target date.


  • Order furniture and equipment
  • Order free-standing furniture and cubicle components
  • Set delivery dates


o Furniture Ordering Tip: You can order early and have the furniture held locally at the dealer’s or mover’s warehouse for delivery and installation at the scheduled time.







5 Months before the Move


  • Computer and data arrangements
  • Meet with in-house and outside data vendors
  • Clarify who is taking care of data cabling
  • Decide on whether the moving company, in-house IT, or outside data vendor is disconnecting and reconnecting workstations


o Computer Arrangements Tip: Arrange a meeting for your IT manager and your moving company planner. They can work out computer responsibilities fairly easily.









4 Months before the Move


  • Ordering services
  • Select and order furniture if you haven’t already
  • Select and order computer and printing equipment
  • Select and schedule installation of the telephone system
  • Select and schedule moving service


o Ordering Tip: Select and schedule your vendors as soon as possible. If you are in the Seattle area, every vendor is busy and schedules months in advance for prime dates.







3 Months before the Move


  • Organize records and files
  • Retire eligible records to offsite storage
  • Dispose of eligible records


  • Meet with the moving company move planner to set up move system
  • Develop color-code and numbering plan
  • Mark floorplans with the labeling system
  • Prepare moving instructions for distributing to your employees
  • Set specific time schedule


o Moving-System Tip: I have a system I use to organize a move. You can see samples; get employee handouts and guides, choose labels, and get other help to set up your system.





2 Months before the Move


  • Coordinate services
  • Check scheduling for furniture installation
  • Check scheduling for moving
  • Check scheduling for phone and IT installation


  • Complete office service changes
  • Website Contact and About Us changes
  • Stationery and business card changes
  • Vendor address changes
  • Copier service to prepare machines for moving
  • Vending machines and water coolers
  • Plant service
  • Security Service


  • Reserve dates
  • Confirm dates with moving company, phone vendor, and data vendors
  • Schedule new furniture installation dates
  • Schedule electrician if needed for cubicle disconnection or reconnection


o Schedule Tip: Now you can set and distribute the schedule, showing each vendor and function how they fit into the overall move plan. Check my mini-article on the importance of scheduling  for inspiration.


  • Notify building managers at both buildings
  • Reserve parking, elevator, or dock
  • Complete the building management’s forms


o Building Management Arrangements Tip: You will receive building moving requirements and a request for a certificate of insurance from your building managers. Simply forward the information to the planner at your moving company and they will take care of it.







1 Month before the Move


  • Finalize floor plans
  • Finalize furniture placement and installation schedule
  • Finalize moving schedule
  • Notify all suppliers of new address
  • Notify customers of move
  • Schedule equipment services for a day prior to move
  • Verify computer system progress
  • Conduct employee orientation meeting
  • Set up employee badge and parking arrangements
  • Arrange to have non-move team employees off site during the move


Placement Tip: Make this the point for cutting off changes to the layout (such as switching offices). You can always move people and furniture around after the move if needed.








2 Weeks before the Move


  • Order building and office keys
  • Confirm move dates with the building managers and security
  • Hold an employee pre-move meeting and packing demonstration by the moving company
  • Finalize phone and computer installation schedule


o Project Tip: If you are going to have any issues or snags in the project, this is when you are most likely to hear about them. Don’t worry – do what is needed, adjust if necessary, make a decision, and keep the project moving forward.









1 Week before the Move


  • Label all furniture according to the space plan
  • Tour new facility and double-check furniture and floor plans
  • Set up move team involvement in the move schedule
  • Begin packing when moving bins or boxes arrive


o Labeling Tip: Each employee can take responsibility for labeling their own items. But, you will need to check common areas (kitchen, file room, storeroom) for labeling and packing.










1 Day before the Move


  • Complete packing and labeling
  • Post floor plans and label all areas according to the plan
  • Confirm your move team scheduling


o Day-before Tip: Relax – it will all work out.








Moving day


  • Coordinate and solve placement issues
  • Check computer, data, printing, and phones
  • Adjust furniture as needed


o Moving day tip: This is when all your hard work over the last 6 months pays off. Enjoy the adventure.







After moving day


  • Unpack and settle in
  • Rearrange furniture and equipment as needed
  • Remove labels
  • Check for loss or damage
  • Adjust work surface heights, keyboard trays, and monitor arms
  • Prepare used bins or boxes for retrieval by the moving company



Article by Don Warner

Website: ILoveToMove.com

Email: don@ILoveToMove.com

I love to plan and coordinate moving, especially for critical or complex moves.  My clients are busy organized people who want their moves to go smoothly.  Let’s talk about your moving plans.

The Younger Move Coordinator: 5 Things You Have to Do To Succeed When You Are Younger Than the People You are Moving

The Younger Move Coordinator: Five Things You Have To Do When You Are Younger Than the People You are Moving

A young move coordinator can succeed in and enjoy organizing older coworkers


I wrote this article for a specific situation: when you are younger and less experienced than others in your company – yet you need to coordinate a move for them. In other words, you are younger than the people you are organizing and leading. You might be a facility manager, responsible for on-going projects. Or, you might be an office manager, administrator, or in a position unrelated to moving. Your company or organization has given you the task of coordinating a move in an organized and efficient way so the rest of the company can stay focused on their jobs.

I often work with coordinators who are younger than I am – but more importantly, they are younger than the coworkers they are trying to lead. How they handle the differences in age and experience can determine the success of the the moving project – or at the least, determine how much they enjoy leading the project.

Let’s face it. In a work environment, a younger worker can be treated in a way that makes it hard for them to do a good job. Big Girl Now, wrote to Dear Abby for advice on handling a co-worker who treated her like a kid. She wrote Abby (Abigail Van Buren):

“I’m 25 years old, have my bachelor’s degree, bought a house and work a great full-time job. I think it is safe to say that I have established myself as an adult. However, an older co-worker seems to associate me with his grandchildren. He calls me ‘kiddo’ and ‘buddy.’ Instead of greeting me the way he does everyone else, he says, ‘Boo!’ I usually smile and nod in response because I’m not sure what response he expects. Recently he said, ‘You’re supposed to say, ‘Eek!’ I understand he’s being friendly, but it makes me uncomfortable. Should I continue to ignore it, or is there a polite way to ask him to stop?

– Big Girl Now.”

When it comes to coordinating an office or facility move, the stakes are raised. Your sense of confidence in what you are doing and the trust and respect of your fellow employees is essential. When a younger worker is given the task of coordinating an organization’s move, many people are depending on their success.

The age and experience of the move coordinator shouldn’t be the deciding factor in the success or failure of a move.

So, what if you are younger than those you are leading in the project?

How do you get a sense of confidence when you don’t really know what you are doing?

How do you learn what you are doing quickly? How do you get more experienced people to help you?

Can attitude make up for the lack of experience?

Here are five factors for your success.


1) Be Confident Your Boss Believes in You

Even if it seems like you got the job of move coordinator because no one else wanted it, there are good reasons why you got the job.

It’s true that some coworkers have gone through moves before or even led company moves before. It might appear they know much more than you do about moving. But, this is what you have to keep coming back to: you have the package of skills, attitude, experience, and availability that made you the best choice to coordinate the move.

Example: A woman in her 20’s told me her boss was already considering appointing her to coordinate the company’s move. He was convinced when he found out she had helped raise her four younger brothers and sisters while her single-mom mother worked. She got the job of move coordinator and he was right. She was a natural organizer of people and tasks.

“The courage of leadership is giving others the chance to succeed even though you bear the responsibility for getting things done.”  -Simon Sinek


2) Believe Your Coworkers Want You to Succeed

Even if they grumble about how things are all messed up and will never work out, they really do want you to do well.

Consider that even a simple move to a new cubicle changes a worker’s world. You will get negative comments. It helps to remember that resistance is not the same as hostility. And, negative people can be valuable to you. It’s a good idea to listen to their concerns. You can check out what they say, take what is valuable, and make sure you’re not missing something important. Then, it’s time to confidently ignore their negativity.

What helps even more to consider is this. You are not hearing what most of your coworkers really think; that everything will actually work out just fine.The reality is the people you are organizing to move have a genuine commitment to the company, the success of the move, their fellow employees…and you. They really do want you to succeed.

Example: As a facility coordinator in his early 20’s, a guy I worked with was responsible for coordinating a new moving project every few weeks. In asking how he handled it at the beginning he said, “I showed respect to the managers and employees. Not just about the move, but about their jobs and schedules and opinions. Eventually, they showed me the same respect.”

“Don’t rebuke an older man harshly…appeal to him respectfully as you would do to your own father.” – 1 Timothy


3) Trust Your Allies To Help You

You have more allies than you realize — people inside and outside your company working with you to make your move a success. Because of your position as your company’s move coordinator, you have access to a wealth of expertise. Vendors, suppliers, project managers, and field reps are your allies.

A good move planner, IT expert, phone consultant, or other vendor will share valuable information with you, usually for free. Ask your questions and let them add to your knowledge. In a a few conversations, you can be on the cutting edge. Your knowledge can catch up or pass more experienced coworkers quickly. Your allies can also help you get things done.

Example: As part of preparing employees for their move, we do a presentation to the employees to answer their questions and get them ready. We cover what needs packed, how to pack, how to label, how to prepare their computer, timing, and other things. I ask a move coordinator what they prefer, whether they want me to do the presentation or would they like to do it themselves with my material. Many tell me, “It’s better if you tell them so they will actually do it.” That’s making use of an ally.

“Successful people are always looking for opportunities to help others.” – Brian Tracy


4) Get Advice Cautiously

This has to be done just right for the good of your moving project. So, here’s my advice on getting advice.

Let’s say you find out someone else in your company has coordinated moves in the past. They have some information valuable to you.

What you don’t want to do is put them in the position of coaching or mentoring you — at least not yet. (More on this later.) If they give advice, it has to be no –commitment advice. They aren’t agreeing to make you successful and you aren’t agreeing to take their advice.

Example: The way to begin is to simply say, “I’m talking with a few people inside and outside our organization about the move. What advice do you have based on your experience?” Write down what they say. The way to end the conversation is to say, “Thanks for your information. I’ll put it together with the other input I have and do my best on the move.”

Asking for advice with a combination of humility, curiosity, and confidence can produce some valuable insights for you. And then, if you really hit it off with an experienced advice-giver, you always have the option of going back to them and developing a coaching or mentoring connection.

“Listen to your elder’s advice not because they are always right but because they have more experiences of being wrong…” – coolnsmart.com.


5) Compensate for Lack of Experience with Attention and Commitment

I put this last because it’s something we all know, and yet, as amazing as it seems, some younger move coordinators fail because of this. Maybe it’s the need to appear confident – I don’t know. But they think coordinating an office move shouldn’t take much effort. It’s true that it will be easier eventually, after someone has completed several projects and has built up a seasoned team of coordinators and allies. But, if you don’t have that experience and team yet, it isn’t easy. Attention and commitment are essential. Attention is taking the project seriously enough. Commitment is doing what is needed to make it succeed.

Example: A woman in her 30’s was given the responsibility to move 200 employees into a new facility. The only relocations she had organized before were re-organization moves of 30 employees or less within the existing facility. This relocation was complicated because it included a brand new call center system. Also, the employees were moving from two different facilities over two weekends. I was at the initial planning meeting when someone asked her if she was up to the job. She simply said, “I’m going to figure it out and work hard.” She did and the move went as planned.

“Experience is something you get right after you need it.” – Steven Wright


Article by Don Warner

Website: ILoveToMove.com

Email: don@ILoveToMove.com

I love to plan and coordinate moving, especially for critical or complex moves.  My clients are busy organized people who want their moves to go smoothly.  Let’s talk about your moving plans.


Set Up a Moving Program to Keep Up with a Growing Company



Set Up a Moving Program to Keep Up with a Growing Company

Set Up a Moving Program to Keep Up with a Growing Company

When companies are growing, they move.

When people think about business moving, they usually think of relocating an entire office to a new building. What they don’t realize is that most business moving is done in small amounts, often within the company’s own building or campus. This is the type of moving that really benefits from a moving program.

This article is for an administrator, office manager, or facility manager in a growing company who is responsible for their organization’s facility moving arrangements. As the company has grown in numbers and complexity, the need for moving has grown. You need it to arrange moves quickly and accurately so your time is not consumed by them.

I have found that a good moving program is the best way to keep up with the physical moving needs of a growing company. It is the best thing for the administrator, the employees being moved, and the moving company involved.

A moving program can be as simple as having a moving company available to do a move for you with a quick phone call or email. Or, you might have a year or two years’ worth of moving projects that you need to put a team together to handle. Or, it can be a day each week when you get all your little moving tasks done.

The idea is, instead of scrambling each time a moving project needs to be done, you have everything already in place to handle it easily and professionally. Procedures, contacts, locations, expectations, access, rates, billing, and problem solving details are already set.

This article provides information about what a moving program is; what it can do for you and your company or organization; when it does and doesn’t make sense to set one up; and how to get your own moving program up and running.


10 Moving Situations that Could Benefit from a Moving Program

  • Expanding to fit in new employees or new departments.
  • Temporarily moving areas in order to upgrade the space with new flooring or other renovations.
  • Moving between branches
  • Shifting a department to another area, floor, or building.
  • Relocating an employee to another department or building.
  • Changing the placement of people and departments to reflect a changed organizational plan.
  • Re-configuring cubicle layout to better promote connections and communications.
  • Removing old or excess furniture and equipment.
  • Adjusting work surface heights, keyboard locations, and make other changes for individual users.
  • Moving furniture and equipment to make better use of the space.


When It Does and Doesn’t Make Sense to Begin a Moving Program: 7 Factors to Consider

At some point, talking the maintenance or warehouse guys into moving your company’s furniture might not work any longer.  Growing companies can reach a point where it makes sense to set up a moving program.  Here are some factors to look at to make the decision.

1) Administrator’s Time

If you spend more of your time and attention getting things moved than on more pressing tasks, then it is time to change to a moving program.

2) Push Back from In House Moving Crew or Manager

Most small companies make use of maintenance, warehouse, or other employees for small moving tasks. But, it’s not their main job so they do not staff or train for it. When the time commitment, complexity, scheduling, or expertise needed can’t be accommodated, it is time to get outside help.

3) Scheduling Crunch

I’ve noticed that maintenance departments that handle moving projects sometimes hit a time crunch. Due to a scheduling conflict, staffing levels, or overtime issues, they are just not able to help on a particular project. You might need a backup plan for the time crunches.

4) Installation Expertise Needed

Older desks and file cabinets are fairly easy to move. On the other hand, systems furniture, cubicles, and adjustable desks require special training and tools. If your furniture needs specialized skills and equipment, it is time to look into a moving program.

5) Desire for Better Performance

Let’s face it. Everyone has their specialty. Moving in a business environment isn’t always as easy as it appears. When the results, responsiveness, or attitude are not what you and your employees need, it is time to make a change.

6) Need for Specialized Equipment

Most moving companies that specialize in moving offices own a full range of equipment to choose from (4-wheel dollies, heavy-duty dollies, panel carts, file transfer carts, machine carts, safe jacks, panel carts, speed-packs, J-bars, and cubicle tools).  Usually, there is no cost for you when the movers bring and use their specialized equipment.

7) Safety Issues

The reason moving companies invest in training and equipment to prevent injuries while moving is because there is a constant risk of back and other injuries. If getting injured while moving would interfere with an employee doing their regular work, then it might not be worth having them involved.


How to Set Up Your Own Moving Program: 8 Ideas


1 ) Develop a Relationship with a Moving Company

Having a good working relationship with a mover makes it easy to set up a move. When the mover has an understanding of your business, facilities, access, parking, layout, and furniture types, it makes it easy to talk about an upcoming project. I’ve been able to set-up some big, complex moves over the phone with clients, just because we have worked together enough to understand and trust each other.

One of the big advantages of working with a moving company on a basis is their staff – the planner, movers, coordinators, and management — get to know you and your company and make a commitment to take care of you.

2) Settle on Rates

You can agree on hourly or other rates to cover almost every moving situation – long before the need arises. Then, when you need something done quickly, you are ready to act. The rates would also include overtime, material, minimums, and billing arrangements.

3) Set Up a Move with a Phone Call or Email

If you have the basics established, a quick phone call or email, or a site-visit and discussion with your move planner should be enough to set up a simple move.

4) Consolidate Several Little Moves

It’s the small tasks that can eat up your time. The easiest way to deal with them is consolidate two or more tasks on a moving list to make it worth the minimum moving time. Then, schedule the number of movers needed to take care of the list.

5) Use a Job Request System

Some facility managers and administrators simply write a shopping list of things that need done.  Others use software that allows employees or departments to put in request for moving. If there are not many requests, the company’s administrator can schedule movers as needed. For a greater volume of requests, the administrator sets up a system so the requests go directly to the moving company to respond to.


6) Consider Scheduling a Regular Day

Whether it is weekly or monthly or when the list gets full, a regular schedule helps gets things done. One office manager has an arrangement with an office moving company to have two movers at her office each Wednesday. They report to her, she gives them a list of the tasks that need to be done, and they work their way through each one in turn. The advantage for her is when a department head asks her to get something moved, she can tell them exactly when it will get done.

7) Remove the Excess

Having a way to easily remove furniture and equipment in a timely way helps clear the clutter. Include disposal, charity donations, or off-site storage in the regular routine of your moving program.

8) Evaluate and Improve

Like any good team, you have the opportunity to evaluate and improve. This has been one of the best things for me in working on moving programs. With each move, the results improve, it gets easier for everyone involved, and moving actually can be enjoyable.


by Don Warner

Website: ILoveToMove.com

Email: don@ILoveToMove.com

I love to plan and coordinate moving, especially for critical or complex moves.  My clients are busy organized people who want their moves to go smoothly.  Let’s talk about your moving plans.



Solutions to the Top Five Causes of Office Moving Failures

Solutions To The Top 5 Causes of Office Moving Failures

Solutions to the Top 5 Causes of Office Moving Failures

Here are the top five reasons office relocations fail and what you can do to avoid them. These things really happened during office moves in the Seattle area, rocking or wrecking well-planned relocations. They have put business moves over budget, over schedule or even brought them to a halt.

This article describes the causes of moving failures, the problems they create, actual cases, and most importantly – solutions – you can apply to keep your office relocation on schedule and on budget.


1 Failure: Moving too much for the space available

Problem: Saying, “It might not all fit, but we’ll figure it out when we get there,” just means it won’t fit. Having more furniture than the room to put it will prevent placement of the essential furniture, clog pathways, backup trucks, and can bring a move to a halt. Movers have a plain way of describing this mistake, “trying to put 10 pounds in a 5 pound bag.”

Actual case: After a weekend move-in, an emergency removal of three truckloads of furniture had to be scheduled from an office on a Monday morning. The company’s employees could barely get through the hallways because of furniture and equipment in the way.

Solution: Whether you draw a simple plan on a piece of paper or hire an interior designer to produce drawings – create a space plan and get everyone to stick to it ruthlessly.


2 Failure: Trying to move in before construction is completed

Problem: It is tempting to push ahead with a move-in when construction runs over into the moving schedule. Even though construction might be minor, such as painting, electrical, or cabling – moving requires full access to doors, hallways, rooms, elevators, and parking.

Actual case: There was only one way to get into a suite – through the main lobby – and it was still being painted during the move. Ladders, air hoses, power cords, dollies, boxes, furniture, and people all competed for the same space.

Solution: There isn’t a great solution when construction isn’t finished on schedule. You can delay the move-in if possible. If not, you can try to schedule the final construction details and touch-up for after the move-in is completed. A good moving supervisor will try to find a way to make it work. Otherwise, you can push ahead, knowing that the time required for the move-in and the possibility of a mishap will increase.


3 Failure:  Receiving new furniture at the same time as you’re trying to move in

Problem: Manufacturing and shipping new furniture can take longer than expected and not be available until the move-in day. Even though delivery and installation might be minor, moving requires full access to doors, hallways, rooms, elevators, and parking.

Actual case: Both the moving company and the furniture company arrived at the new building with trucks and full crews. There wasn’t enough parking for the trucks. There wasn’t room in the hallways for the equipment, and the elevator wasn’t available when needed. Although everyone found a way to get along, both functions took twice as long as planned. The move-in went into the evening and the costs increased.

Solution: Order furniture far in advance of the move-in date and store it at the vendor’s or mover’s warehouse. When the space is ready, you can schedule the local delivery and installation before the main move-in begins.


4 Failure: The movers can’t get into the building or suite

Problem: The moving company shows up with trucks and movers but is not able to get inside the space.

Actual cases: The key card didn’t work, security wasn’t notified, the person with the key couldn’t be found, some areas were locked off and nobody knew how to get in, the parking lot gate was locked, and the power got turned off.

Solution: Double check access for the company’s coordinator who will meet the moving crew and get them into the space.


5 Failure: The company’s moving coordinator disappears before or during the move

Problem: The movers can’t find or contact the coordinator representing the company being moved.

Actual cases: The coordinator slept in, went on vacation, or thought someone else was going to do it. One coordinator went shopping during the move. The strangest was the move team (8 department heads) who went to a restaurant bar next door for lunch and never came back.

Solution: The company’s move coordinator needs to be on-site and available during the move-in. The coordinator is usually assisted by a move team of one or more employees, depending on the size of the move project. The moving company needs a primary and secondary contact with cell number.


Are you ready to get started planning your moving project?

Contact me to ask your questions, schedule a visit, or request a proposal.

Article by Don Warner

Website: ILoveToMove.com

Email: don@ILoveToMove.com

I love to plan and coordinate moving, especially for critical or complex moves.  My clients are busy organized people who want their moves to go smoothly.  Let’s talk about your moving plans.

Special Moving Services for Building Managers

Building Manager Appreciation

I have special services to help building owners and managers serve their tenants. Here is what I offer:


  • Relocating tenants for your projects and upgrades.

For moves within your building or when you are managing the moving arrangements, I coordinate the move and bill directly to your office. Storing of furniture and equipment during TI or upgrade projects, or long-term is available. Cubicle/panel/systems furniture re-configuring and installing team is available.


  • Personal care for your referrals.

When new or departing tenants are making their own arrangements, I work with them personally to prepare and manage their relocation. I use a proven system for relocating offices in an organized and efficient way. I meet with each client to set up the schedule, labeling system, and make sure they have what they need to be successful.


  • Insurance certificate in place.

$2-million liability, additional insured endorsements as you specify, and continual updates are kept on file with you.


  • Coordinating with you for moves in or out of your buildings.

I confirm the tenant’s requested move dates, times, and reservations with you. Scheduling moves during your building off hours, weekends, or evenings.


  • Protecting the building before moving.

Floor, wall, door, corner and surface protection is installed and removed by our team.


Ready to talk about moves at your building or complex?

Contact me to ask your questions, schedule a visit, or request a proposal.


by Don Warner

Website: ILoveToMove.com

Email: don@ILoveToMove.com

I love to plan and coordinate moving, especially for critical or complex moves.  My clients are busy organized people who want their moves to go smoothly.  Let’s talk about your moving plans.

Keep Growing: How Professional Moving Supports Your Business Growth

Keep Growing: We'll handle the moving and storage

Seattle businesses are booming. 131 of Inc.’s 5000 Fastest Growing Companies are in Washington. Seattle is number 8 in US job growth.

What growth category are you in?  What is the next moving step for your company or organization? Find your spot and see what you can do to keep growing.


1. What was a start-up a couple years ago is quickly becoming a full company.

It’s time for you to look into professional business moving and storage services. Sure, it was easy last time – because you moved everything with a pickup truck and a couple cars.

Next Moving Step: Now, you need a real moving company, with trucks, trained movers, insurance, and equipment.

Advantages: You’re going to be surprised by how much a pro moving team can move in just a few hours.


2. The small company has become complex

The bar is higher than it was the last time you moved. More people, more functions, more customers depending on you means it has to be a smooth relocation.

Next Moving Step: Spend more time organizing  and preparing than the last move so everything goes smoothly.

Advantages:  Good planning produces great results.


3. The complex company has become even more complex.

Multiple locations, competing time schedules, specialized equipment and technology, custom furnishings, high-end buildings, all contribute to a complex relocation.

Next Moving Step: Establish an on-going moving system to relocate people, functions, departments, and buildings, each with their own requirements.

Advantages: Things get done in an organized way that your employees appreciate.


Ready to talk about the next step to make your moving program a success?

Contact me to ask your questions, schedule a visit, or request a proposal.


Article by Don Warner

Website: ILoveToMove.com

Email: don@ILoveToMove.com

I love to plan and coordinate moving, especially for critical or complex moves.  My clients are busy organized people who want their moves to go smoothly.  Let’s talk about your moving plans.



Move Your Office Without Going Crazy

sitting on floor with laptopIf you go crazy it doesn’t count as a successful office move.

A move coordinator is usually a hard-working employee who is willing to take responsibility for others and make sure things get done no matter what. Maybe that’s why you got picked to do it. You’re exactly the kind of person needed to coordinate a successful business move.

The problem is, no one else really gets what is involved in planning a move. It can all seem easy to someone who hasn’t done it.

Because coordinating a move is a complex, time-consuming, and fast-moving process, a coordinator can try to do more than can or should be done. When the move is over, and everyone is happy, but the coordinator is stressed-out and exhausted, and their regular work has suffered,  then the move was not really successful.

I think there is a better way to move a business than driving a good employee crazy during a moving project.


If you are the move coordinator, here’s what you can do to make your move a success and not go crazy doing it.

1. Start with a clear understanding with your boss.

Agreement is needed on two things. First, you need time to get things done.  Unless your job is coordinating moves for your company, you can’t do your regular job and add move coordination on top of it without going crazy. Agree to adjust other responsibilities so you can focus on the move plan. Second, you need the authority to get things done.  It is important that everyone understands your company needs one point person for move coordination–and you’re it.

2. Start the process as soon as you can.

Time works in your favor for planning and coordinating people. There are a lot of decisions to be made and details to be addressed. For a 5 to 25 person move 2 weeks is a minimum, 2 to 6 months is great. For a 25-75 person move, 3 to 12 months is great. For a 75 to 300 person move, 6 to 18 months is great. I started working with a client on a 150-employee move in downtown Seattle two years before the target move date. It gave us the time to work at a steady pace and get everything done.

3. Pull your team together early.

IT, department  heads, administrators need to be involved. The team needs to be made up with people who will get things done, work as a team, and put in the time needed to prepare. When you have your key people and functions working together, you are no longer carrying the whole project yourself.

4. Contract good providers to do the work so you don’t have to.

Other people and companies make a living doing relocations, whether it’s moving, furniture, computers, data, design, or equipment. Get them involved so they can get you what you need. Having a competent team on your side makes your job much easier. Having a great team on your job makes it enjoyable.

5. Find out what each vendor needs from you and get it for them.

In some ways, having a team makes things more complicated – they need you to make decisions to keep them going. It’s not an endless list of things to do (it only seems like it.) If you do your part you can expect your allies to do theirs. If they have what they need they can carry the weight of getting their tasks done.

6. Focus on the essentials of coordinating the move.

Screen out the non-essentials. Moving isn’t the best time to re-organize or re-structure. If something can be done before or after the moving project, it should be.

7. Stick with a realistic goal. It isn’t perfection.

Your goal is to get people to another location and get them working normally again. If that gets done, you succeeded. Keep coming back to this goal with your team, your boss, your vendor team, and your employees. Realistic expectations can be met – unrealistic ones can never be met.

8. Agree on a schedule so everyone can fit into it.

This might be the most overlooked but easiest ways to get everyone working together without much effort. For more information on scheduling, read my mini article: The Key to Moving an Office: How a Realistic Schedule Prevents Disaster and Makes Almost Everything Work Out.


Are you ready to get started planning your moving project?

Contact me to ask your questions, schedule a visit, or request a proposal.


Article by Don Warner

Website: ILoveToMove.com

Email: don@ILoveToMove.com

I love to plan and coordinate moving, especially for critical or complex moves.  My clients are busy organized people who want their moves to go smoothly.  Let’s talk about your moving plans.




How a Realistic Moving Schedule Makes Almost Everything Work Out



There is one major reason it is so important to me to get in on my client’s moving project early. Someone has to stick up for moving.

Moving can get pushed around. Tenant improvements and furniture deliveries can take months. Delays can push the project later and later. Moving seems like one of those things in life that can just be done faster to make up for lost time.

Most professionals and trades not familiar with commercial moving don’t have a way to determine how much can be moved in a certain amount of time in a particular building. There are some hard and fast things like building restrictions, elevator size, dock space that go into move scheduling. Then there are the details of furniture, panels, cubicles, computers, and equipment. We have ways to get a lot done in a very short time, the question is just how long is the very short time.

An unrealistic schedule means things don’t get done or don’t get done on time. A realistic schedule puts everyone -you, the moving company, the vendor team, your employees – in position for a successful move.

Here are the things to consider in developing a moving schedule.


What kind of a schedule works best for an office relocation?


1. Simple

Professional project scheduling software or gantt charts works if your team members are used to working with them. If not, I recommend a schedule written in plain English showing dates, times, and what is happening when. This allows department managers, IT staff, vendors, and everyone else to see exactly where they fit in.

2. Updated

With each change, the schedule needs updated and a notation of when it changed.

3. Distributed

Whether it is in an email or sharing software, everyone involved needs to get the latest.


Here are 8 questions to ask before setting your moving schedule:


1. When would your regular business be affected the least?

We move a lot of businesses on weekends and evenings. This keeps your operation going as normally as possible with the least downtime. If a weekend, holiday, or slow period would work for your business, you can schedule the heart of the move during the slack time.

2. What are the time restrictions for the building, elevator, and parking?

The first question to ask is when moving is allowed by your lease or building. I do most of my office moves on the weekend because that is the only time the building allows them to be done. Sometimes evenings are available. City parking restrictions might apply too.

3. Can you get the employees off site during the move?

It is faster and safer to move furniture and equipment without the users present. A good labeling system will answer all our questions without them being there. Is there somewhere else for them to work or do a training during the move?

4. What tasks can be scheduled at another time?

You can only focus on one task at a time. Moving the office will take your full attention.

For example, let’s say you have a room of files, legal records, or medical charts. Usually we work with your employees to correctly transfer the files to your new location. Scheduling it for a separate day gives you and your staff the ability to focus on it instead of trying to do it while moving a floor of furniture.

5. What can be done before the move begins?

Areas that people are not working in, new furniture installation, moves to and from storage are tasks that can be scheduled before (or after) the main move.

6. What can you schedule during daylight and regular business hours?

When you have a choice, I recommend scheduling some moving services during normal business times. It is tempting to think going around the clock would get the most done the fastest. It’s not necessarily true. There is almost always a better alternative than going around the clock.

7. What tasks have to be done at a specific time?

A computer server room might have to move at an exact time. I can have a dedicated crew ready to move it the minute it is disconnected. The crew assigned to it does nothing else until the servers are done. Your IT staff gets what they need and can get back to work as quickly as possible. Anything that needs an exact move time has to be recognized and built into the schedule.

8. What tasks are flexible with time?

A realistic schedule finds the balance between specific times and keeping things flexible enough to account for operational issues. For example, to schedule moving Accounting  at 9am, Sales at 11am, and Service at 1pm looks good on paper. But, it is usually better to say we’re starting with Accounting at 9am and then moving on to Sales and then Service, finishing everyone by the end of the day.


8 Guidelines for Developing the Best Moving Schedule


1. Build In Time To Deal With Issues.

Although something normally takes an hour, it sometimes takes more. If the scheduling is so tight that everything has to go perfectly to work, then the schedule is too tight.

 2. Get everyone who is involved in the move to agree to the schedule.

One vendor or department that appears at the last moment and needs everything changed makes it difficult for everyone.

3. Nail down everything you can before the move so you can deal with the strange things that pop up during the move.

I work hard to make sure the main plan of the move is set in stone. Then, when the little problems appear, we are all in a position to take care of them.

4. It doesn’t take massive meetings of everyone involved week after week to plan a relocation.

A written schedule allows every contractor, trade, department, and supervisor to see how they fit into the plan. If the topic of a meeting is IT, only the people involved need to be there.

5. Look for scheduling conflicts.

We want to know if something won’t work. For example, in preparing for a move, the IT department was planning on installing new computers in the cubicles on a certain day. It was clear from the schedule that the cubicles would not be installed at that point so we made other plans.

6. Firm up the schedule as the move gets closer.

The closer it gets to the move date the firmer the schedule gets. It is reasonable to have cut offs to changes. At some point there are too many people, vendors, and orders involved to make major changes.

7. Trust the power of your schedule.

I listened as an administrator told a senior partner of a large law firm that, no matter how much he begged, we wouldn’t move his office right then because it was on the schedule for the next day. A good schedule really can keep everyone on track.

8. Be flexible.

Things happen. Things have to change. Changing them causes the move to succeed. 

In the end, everything will work because you started with a good schedule.


What is a realistic schedule for your move?

I can help you put together a preliminary schedule for your move based on your timing, business flow, building, and furniture requirements. Email or call if you want help.


Article by Don Warner

Website: ILoveToMove.com

Email: don@ILoveToMove.com

I love to plan and coordinate moving, especially for critical or complex moves.  My clients are busy organized people who want their moves to go smoothly.  Let’s talk about your moving plans.

The Office Relocation Hero: Why Everyone Will Love You


The Move Coordinator As Hero

When the dust settles and everyone in your company is in their new spot you don’t want them hating you.

You want them to be grateful. Grateful to you because you worked hard to plan, organize, and make it happen.

And they will be grateful to you.



Because you were the one who took the impossible task of moving and succeeded.

You made a bunch of furniture, computers, and other stuff disappear and then appear somewhere else.


Why you?

Because other people offered to help but no one else was willing to take the lead.

You took the job that no one else wanted.


You helped everyone get what they needed.

You got the meticulous and the careless moved. You got the overly-eager and the foot-draggers moved. You got the overly-involved and the un-involved moved.

You even got the too-busy-to-think-about-moving-people moved.


So, how did you do it?

  • You used a proven system for relocating an organization.
  • You had a clear plan for how the move would happen.
  • You developed a realistic schedule to get things done.
  • You partnered with expert vendors.
  • You led a move team you could count on.
  • You had a boss who backed you up.
  • You had a system for moving each item to the right spot.
  • You communicated to everyone what they needed to know and do.
  • You made it easy for each employee to prepare for the move on their own schedule.
  • You provided the employees with state-of-the-art packing bins and material.
  • You had the move so organized you were able to relax and watch it happen.


You were amazing.


Article by Don Warner

Website: ILoveToMove.com

Email: don@ILoveToMove.com

I love to plan and coordinate moving, especially for critical or complex moves.  My clients are busy organized people who want their moves to go smoothly.  Let’s talk about your moving plans.




Where Can You Store Things During Construction? Six Options

Sofa Rack

During construction and renovation, items need to be cleared from construction zones.  Where can these items be stored temporarily?  Here are six options.


1. Storage in a different section of your building.

Security:  Good

Cost: Low

Convenience:  Good, unless it is in your way.

Main Advantage: It is cheap and easy storage.

Disadvantage: Makes an area of your building unusable.

Tip: Cover items with padding so items can be pushed close together or stacked.


2. Storage in another building you own or can borrow temporarily.

Security: As good as the building.

Cost: Low

Convenience: Requires moving off-site.

Main Advantage: It gets things out of the way.

Tip: Make sure it has good access for trucks and movers.


3. Storage in a container placed on-site.

Security: Medium

Cost: Medium to High.

Convenience: High.

Main Advantage: It gets things out of the way yet gives you access to your stuff if you need it.

Disadvantage: Might not be allowed. Neighbors might object to the appearance.

Tip: Make sure your lease and neighbors are OK with it.


4. Storage in a storage-trailer that you load and then park in a secure location.

Security: Depends on the location it is parked.

Cost: Low

Convenience: High.

Main Advantage: You can park it close to load it, then get it out of the way until you need the stuff back.

Disadvantage: Things must be loaded securely in the truck so they don’t get damaged while transporting the trailer.

Tip: Check it to make sure it doesn’t leak.


5. In a self-storage (mini-storage) facility.

Security: Medium

Cost: Medium

Convenience: Medium

Main Advantage: You can get to your stuff if you need to.

Disadvantage: You can’t control who stores what near your unit.

Tip: Find out how close to your unit you can park a truck.


6. Storage in a moving company warehouse

Security: High

Cost: Medium

Convenience: Medium

Main Advantage:  Protection of furniture, equipment, and electronic items.

Disadvantage: You can’t just walk in and get your stuff whenever you want.

Tip: Find one that specializes in furniture, fixtures, and equipment (FF&E).



Article by Don Warner

Website: ILoveToMove.com

Email: don@ILoveToMove.com

I love to plan and coordinate moving, especially for critical or complex moves.  My clients are busy organized people who want their moves to go smoothly.  Let’s talk about your moving plans.