Move Planning Guide

Office relocations have unique challenges that should
be discussed in detail with your Ace Relocation project
representative. This timeline is just the starting point
for planning your project. Some special services may
be necessary and may not be addressed here.   

Six weeks prior to your Office Move

• Meet with IT department to discuss time critical
  components of moving servers and desktop
  equipment
• Assign “Move Coordinator” role to individuals within each department
• Schedule standing weekly meetings with assigned Move Coordinators to discuss upcoming move
• Schedule kick-off meeting with Ace Relocation Systems, Inc. representative
• Advise landlords of the origin & destination facilities (in writing) when the move will take place
• Review and clearly define all areas of responsibility

Four Weeks Prior to your Office Move

• Meet with your Ace Relocation project manager to finalize move schedule
• Review schedule & responsibilities
• Create employee move packet/instructions
• Prepare agenda and content for employee move orientation meeting
• Identify items of “High-Value” and provide list to your Ace representative
• Discuss coverage during move with your Insurance carrier

Three Weeks Prior to your Office Move

• Conduct employee move orientation meeting
• Distribute employee move packets
• Schedule carton delivery with Ace Relocation for employees to pack personal items/work stations
• Schedule necessary staff to be on-site during the move
• Establish method of communication for the move i.e. cell phones, radios, etc.

Two Weeks Prior to your Office Move

• Cartons & labels delivered
• Define lost & found area at the new location
• Create emergency preparedness plan for move
• Elevator maintenance
• Building contacts
• Contact for IT personnel & supplier
• Contact for telecommunications suppliers

Move Week

• Confirm all building reservations
• Conduct supervisor orientation meeting with your Ace project manager
• Complete a thorough review of labeling, sequence, schedule, facility protection and items requiring special care
• Walk the space and check progress, be seen and accessible to answer lots of questions!
• Confirm schedules of those who will be on-site during the move distribute cell phones, radios or other communication devices
• Post signage at the destination including floor plans, office layout diagrams and individual placards on cubicles
• Make individual copies of floor plans and distribute to those who will be on-site during the move
• Survey and take note of the new facility for any existing damage to the walls, door jams or floor coverings

Move Day(s)

• Assign move coordinators to origin & destination sites
• Be prepared to direct movers & answer questions regarding placement of items
• Monitor any items going to designated lost and found area
• Complete final walk through with move supervisor at the old facility to make sure all items have been moved
• Fine tune, cleanup and rearrange at the end of the job

After The Move

• Manage inquiries from employees
• Make list of items requiring attention
• Survey for any potential property damage to the space or your assets
• Schedule follow up crews for post move activity

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