To prepare for an office move in Montreal, designate a responsible person, identify the destination of each position and confirm access to both buildings. Also decide which positions should be operational first upon arrival. This decision helps prepare a delivery order that aligns with how your company will resume work.
Planning the office move with both buildings
Start with the hours when you can move the furniture and enter the new premises. Ask the person in charge of each building which door to use, how to reserve the elevator, and where the truck can stop. If access depends on a card or key, indicate who can open at the agreed time. An authorized entrance for employees may have different procedures for a furniture delivery.
In your calendar, distinguish the time of access to the dock, the time of the elevator, and the time at which your team can move around the premises. Highlight the overlapping periods. If the dock reservation ends before the elevator reservation, the first schedule becomes a constraint for unloading. Pass on the two hours to the person preparing your shipment. office moving.
Choose a lead at the start and a contact at the end if both locations need to be occupied at the same time. Give them the same version of the plan and the necessary contact details to join. Decide who can authorize a change of room or answer if a cabinet planned on the plan is still full.
Give a specific destination for each post
Assign a simple identifier to each post or item in the new office. For example, «B-04» can designate a specific location on the floor plan. Use that identifier on the desk, chair, boxes, and equipment that should be there. If two people occupy the same room, add a marker that distinguishes their positions.
Label the contents on the visible side of each box. «B-04, office supplies» allows you to place it in the right place and decide whether to open it immediately. For a confidential file, use an identifier that identifies the responsible person without displaying the client’s name on the carton. Agree with your team on which documents should remain under their responsibility.
Prepare the plan with the dimensions of the large furniture. Before designating the wall to be used for a library, check the space occupied by the door opening. Also indicate the furniture that will remain at the old address. A clear label on a table that remains in place prevents it from being prepared for loading with the rest of the meeting room.
Distributing work between employees, IT staff and movers
Make a short list by responsible person. Employees can identify their belongings, empty the agreed-upon drawers, and report shared equipment. Your IT manager can set the time of backups, prepare the disconnections, and arrange the commissioning. Specify with the movers what property they will take care of, in what condition and with what packaging.
For similar items, associate each screen, cable, and accessory with the same identifier. Photograph the connections when this information will help your team reinstall them. Store small items in identified containers. If a printer or other device requires special preparation, find the manufacturer’s instructions and assign this task to a specific person.
Make a separate list of common items: printers, meeting furniture, reception equipment, and supplies boxes. These items easily fall under individual responsibilities. For a heavy device or a piece of furniture that will need to be disassembled, send the dimensions and photos ahead of the scheduled day. The furniture and equipment needs may also fall under a commercial moving.
Organizing the unloading around the resumption of work
Choose the functions you’ll need as soon as you open the system. For an office that receives visitors, the reception could be a priority. For a team that works on the phone, the answering stations could take priority. Indicate this priority during the loading planning so that the relevant items are accessible at the right time.
At the destination, display the parts IDs before the truck arrives. Keep a copy of the plan near the entrance and clear the access to the stations to install first. Plan for a location for the boxes that can wait. This will free up the passageways and outlets that the IT team will need to get the stations back up and running.
Before the team leaves, go through the inventory. Check for the presence of large furniture, priority boxes, and identified appliances. Note the number of a box moved to another room. On the first morning of work, this list will be more convenient than a message sent to all staff to find a keyboard or file cabinet.
Frequently asked questions
Do we need to identify each box if all employees are going to the same address?
Yes. Add the item or destination station. A common address allows the load to be transported, while identifiers allow it to be distributed throughout the premises.
Who should take care of the computers and the connections?
Agree on responsibilities before moving. Your IT team organizes backups, disconnections, and commissioning according to your needs. Confirm with NordTrans the transport tasks reserved.
How to manage furniture whose new premises are not yet ready?
Draw up a separate list and specify the expected delivery date. If temporary storage is required, confirm the transport, duration, and arrangements for retrieval.
