March 2016 | For internal use only
______ Real Estate Project
Move Process and Packing
Instructions
To all Institute for _________ Professionals:
Our move to the new office is quickly approaching. Please read the following instructions to
help make the process go smoothly and efficiently. Thank you in advance for your
assistance with the move!
Office Schedule
Our goal is to have as little interruption of our business operations as possible during the
move process. Personnel must be packed and exited the office by ________________.
Anyone who has not been designated to help with the move is asked to stay out of the office
until Sunday morning, ________ when your new space assignment will be available for
unpacking.
Move Process
The move will begin to take place the afternoon of ________. The movers will be on-site to
prep floors and bring in equipment. Move Coordinators will be available to answer
questions. You will be responsible for disconnecting and bagging your computer equipment
and peripherals.
Security
You will receive new security/access cards. Access to the existing building will be removed
as of March 18th, end of day. You will need to return your existing fobs to _________.
Mail
No changes will take place regarding mail.
Questions within your new space
Any questions or issues regarding your new space should be reported to a Move
Coordinator.
Despite all of these efforts, a move of this nature will generate some measure of
confusion. Please ask for help as needed, bring problems to the attention of the appropriate
personnel and above all, be patient and positive as we all work to get our bearings.
Your Responsibilities
 Personnel who will not be onsite during the move MUST be packed prior to your last
day in the office. If you are unable to complete your packing by end of day on
_________, please make arrangements to be packed. If this becomes a challenge,
please contact your Move Coordinator.
 All furniture (bookcases, desks, file cabinets) must be emptied and all keys should be
taped in the drawer.
 Personal items: Picture frames, fragile objects, trophies, plants must be taken home.
IT Information
 Laptops - DO NOT pack your laptop. Take it home, along with your security lock,
power adapter, headset, and mouse.
 Peripherals – If you have a large computer peripheral (i.e., keyboard), large plastic
bags will be provided.
 Desktop Monitors – Place a move label on the back of your monitor. Your monitor will
be moved to your new location. If you have two monitors, place a label on each and
add the ID “R” for right monitor and “L” for left monitor.
 Phone - Do not label or pack your phone.
Move Schedule
Date
Day
Activity
Time
Monday
Delivery of moving crates, and packing materials
8am
Wednesday Pre-Move Day (Conference Room Furniture/AV,
8am
Artwork, Finance and Marketing Storage, Server
Room items)
Friday
Personnel packed; everything labeled, disconnected 4pm
and bagged
Saturday
Computer Reconnects by Planes
8am
Monday
Day one in new office
8am
Monday
Crate pick-up
12pm
Note: Remove labels from your crates and leave outside your workstation for pickup
Packing
 Crates and packing materials will arrive on _________.
 Each employee will receive pre-printed move labels with your assigned location
#. Please only use labels and assigned number.
 If you receive wheels with your crate, please follow these instructions: 1) place an
empty crate onto a set of wheels, 2) fill the crate, 3) place the next empty crate on top
of the crate and fill that crate.
What to Pack in Crates
 Desk Contents
What Not to Pack in Crates
 Telephones
 Laptops (take home)
What to Label
 External monitors (on the back)
 Crates (on the short side – NOT
on top of crate)
 Monitors
 Power strips
 Personal Items (take home- IFSA will not
be responsible for damage)
 Peripherals – You will receive a plastic bag
for large computer peripherals (e.g.,
keyboards). Take all other small
peripherals home with you.
What NOT to Label
 Telephones
 Network Printers/ Fax Machines
 Copiers
When to Pack
 Packing will begin the day the packing materials arrive, ________.
 Personnel who will not be onsite during the move MUST be packed prior to your last
day in the office. If you are unable to complete your packing by end of day on
_________, please make arrangements to be packed. If this becomes a challenge,
please contact your Move Coordinator directly by ________.
Crate Labeling
 You will receive pre-printed labels with your destination location when you receive
your crate
 The labels are only for your allotted containers, equipment, and peripherals
 If you have an approved item that doesn’t fit into a crate but you want it moved,
please place a label on it
 Place your labels on the end of the crates (do not place your label on the top of your
crates)
 Label every crate
Tip: Place one of your old business cards or a piece of paper with your name on the
inside of each crate to further help identify the owner of the contents.
Keys
 Leave storage drawers unlocked and tape keys inside drawers.
Do Not Pack
 Hanging artwork in offices – if you have personal artwork please plan to take it home
 Personal items: Picture frames, fragile objects, trophies, plants – begin taking these
home now.
Before you go, please….
 Make sure each of your crates are labeled correctly
 Take your laptop computer and personal items home
 Make sure that your work area is clean and your overhead and file drawers are
completely empty
 Leave keys to file drawers taped in the top drawer, if applicable
Move Coordinators and Move Assistance
If at any time during the move process you have questions concerning your move, please
reach out to your Move Coordinator.
Thank you for your patience and cooperation with preparing for this move.