Moving Premises

7. Move Instructions

In the move instructions, spell out what each person must do, when, and how the move will be managed. A removal contractor can manage many aspects of the move and give informed advice on what tends to go wrong.

7.1 Emphasise that one of the keys to success is the correct labelling of every item. Sorting it out later can be disastrous. Devise a clear and unambiguous marking arrangement.

• Floor plans of the new premises should be marked up to show where things go.Use codes to show floor positions. For example 2.11 P4 might mean second floor, room 11, position 4.
• Colour coding is simple and effective.
• Open plan offices can be divided into sectors. The 'sector map' is then displayed on the door, so the removers know where to place each item.
• Label large items at each end.
• When numbering items without an obvious top side, beware of confusion between 6 and 9. Underline the number (6 or 9) to avoid misunderstandings.

7.2 The most common removal container is an open plastic crate. It has a slot at each end for the coloured labels, which are supplied. Make it clear how packing is to be handled.

• State when the crates will be available for packing, when they will be moved, and when they must be ready to go back. Crates returned late may incur extra costs.
• Crates should not be over-filled (or they will not stack up and may be impossible to lift) and all old labels should be removed.
• The removal company can pack central files, kitchen and stationery items, and everything else that is agreed.
• Use sealable crates for confidential files.

7.3 Explain the plans for moving equipment, including phones, PCs and any machinery.

• Wires and cables should be taped to items and marked to show what plugs in where.

7.4 Dedicate at least a day, a month before you move, to throwing out old files and clutter.

• Hire a shredder, or use a 'secure disposal' contractor, to deal with confidential data.
• Consider storing some documents with a records management company.
• Arrange for the local council to remove everything (eg furniture, files) that you wish to dispose of.

7.5 Explain how to code the contents of filing cabinets, drawers and shelves, so that you can put everything back in the same order. For example, a container label might read: 'Cabinet 1, top shelf'.

• Lockable filing cabinets can be moved full, as long as they are not too large or heavy.
• Secure empty rails or shelves.

7.6 Include a move schedule, which lists the sequence of what is moved when and details of how everything is coded.

• Decide what you will need last in the old premises and first at the new premises.
• Contractors generally prefer to fill the new premises from the top down.