| DATA
GATHERING/PRE-PLANNING |
| Plan
move sequence (who/when/phasing/from/to/critical operations windows) |
| Assign
responsibilities for all tasks, including clients, coordinators, landlord,
other parties |
| Update
Project Directory to include responsible parties for move |
| Prepare
day-by-day/hour-by-hour schedule of move operations |
| Assign
employees to offices/workstations |
| Review
landlord obligations and requirements at move-out site |
| Review
landlord obligations and requirements at move-in site |
| Schedule
and confirm elevator/loading dock access at move-out and move-in spaces |
| Compile
list and tag Furniture & Equipment (F&E) items to move |
| Source
and arrange for unwanted F&E disposition |
| Determine
whether mover will dismantle/reinstall furniture and/or brace shelving |
| Review
and schedule file and storage purse |
| Conduct
a planning meeting/conference call with all key parties, including end-user |
| Coordinate
arrangements for insurance and business license transfer |
| Coordinate
arrangements for security (after-hours) planning |
| Coordinate
arrangements for life-safety/earthquake/bomb-scare planning |
| Identify
existing furniture to be re-used |
| Review
existing furnishings to determine whether repair/refurbishing is required |
| Develop
mailing list for internal move announcements |
| Issue
internal move announcement |
| Coordinate
update/preparation of in-house telephone directories |
| Order
keys and/or security cards for doors |
| Order
keys for furniture |
| Notify
Admin to redirect "standing order" supply deliveries |
| Conduct
Corporate Culture Orientation |
| Conduct
construction meetings |
| Conduct
furniture meetings |
| Furniture
and design firm installer coordination |
| File
survey and equipment (copier, fax, shredder, etc) |
| Coordinate
vendors (i.e. vending machines, equipment installers, etc.) |
|
| BID
AWARD & MOVE CONTRACT |
| Research
and pre-qualify 3-4 movers |
| Prepare
request for bid and issue to candidates |
| Conduct
pre-bid walk-through of existing move-out space and answer questions |
| Confirm
consensus on moving/packing materials required |
| Receive
bids and evaluate - recommend proposed contractor |
| Prepare
mover contract/purchase order, etc. |
|
| USER
ORIENTATION |
| Prepare
employee orientation memo or binder or conduct orientation meeting |
| Update
employee orientation memo or hotline for revisions to move schedule |
| Update
with managers |
| Newsletter/Move
Package |
| Coordinate
move meetings |
| new
phone training early notification 1 wk ahead |
| new
voicemail training |
| Budget
updates |
| Welcome
package |
|
| MOVE
PREPARATION |
| Arrange
for employee access pass/card/key photography and database input |
| Arrange
for employee access pass/card/key distribution |
| Arrange
for copy/beverage/supplies at move-in |
| Arrange
for relocation of unique furniture and custom work station adjustments |
| Schedule
copier service shut-down/move/start-up |
| Arrange
for existing furniture refinishing/modification (on-site after hours or
pick-up/drop off) |
| Review
move phasing and sequence with mover |
| Schedule
box & label drop-off with mover |
| Prepare
sketch plans of conference rooms and store rooms showing furniture layout
details |
| Coordinate
delivery and installation of each package of telecom equipment |
| Coordinate
delivery and installation of each package of MIS equipment |
| Coordinate
delivery and installation of each package of PCs |
| Order
new stationary, forms, and related location-specific supplies |
| Order
new checks |
| Mail
change of address notification to clients, vendors, postal service, banks,
etc |
| Confirm
loading dock and elevator availability |
| Coordinate
change-over of voice/date/TV/online services |
| Coordinate
issuances of passes or after-hours or security guard coverage access at
move-out and move-in spaces |
| Order
floral delivery for receptionist |
| Schedule
janitorial and garbage receptacle services at move-out and move-in spaces |
| Review
and verify that HVAC, power, lighting systems are functional |
| Review
and verify that telecommunications systems are functional |
| Review
and verify that AV systems are functional |
| Arrange
for move day food, coffee, soda, etc. |
| Schedule
on-call or on-site electrician/cabling contractor services for move-in spaces |
| Coordinate
electrician to check bulbs in furniture systems and outlets for power |
|
| ONSITE
MOVE MANAGEMENT |
| Conduct
acceptance punch list of construction and F&E prior to move-in |
| Prepare
and place locator plans, room/workstation number signs and directional signs
for movers at move-in site |
| Place
room layout plans at doorway to each room |
| Verify
that all items to be moved are properly tagged |
| Unlock
move-in space ready for movers |
| Provide
onsite coordination and monitoring of all move activities |
| Review
and approve mover timesheets and invoices |
| Conduct
acceptance punch list of mover damage/problems/missing items |
| Lock-up
move-out and move-in space |
| Follow
up on outstanding issues - 5 day close-out |
|
| POST-MOVE
FOLLOW-UP |
| Review
and resolve move damage/problems/missing items in week following move |
| Review
and approve mover invoicing |
| Close
out move-out landlord issues |
| |
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