Office Move
Packing Tips
Overview
• What
• Congratulations on your upcoming move! Operations will be working with you to
coordinate the specifics of your project and is happy to work with you throughout
this process.
• When
• Refer to the schedule shared via email.
• Furniture
• The specifics of your moved will be discussed with Operations, the plan may entail
moving/rearranging existing furniture, or in some cases new furniture.
• Computers, printers, and phones
• Computers, printers, and phones are coordinated through the moves team with
Operations and LTC support.
• You MUST put a moving label on everything that is moving
• Labels should have your name and new (or existing) room number on
them
• Place labels on the boxes
• Place labels on any furniture that is moving
• Place labels on your chair
NOTE: Put a piece of tape around the label to keep label from falling off.
• Anything without a label will be discarded and NOT moved.
Labeling Your Belongings
Labeling
Packing
• Pack the contents of your existing work area: desk(s),
bookcases/shelves, credenzas, closets, etc.
o Large items should have a label placed directly on them (for example
shredders)
o Do not forget to label your trash and recycle bins!
o Small items should be placed in a labeled box
o Remember to use packing materials (bubble wrap or newspaper) if necessary
o Very small items like paper clips, loose pens/pencils should be put into envelopes,
baggies, or smaller boxes prior to being placed into a moving box.
• In sum: any items which are small enough to be moved in a
standard moving box should packed. Boxes that are large
enough (about the size of a copy paper box) do not need to be
repacked into moving boxes; simply apply a moving label
directly to the box.
Packing
Packing Continued
• File cabinets
o Vertical files: do not need to be emptied, unless they are 5 drawers or higher. If you
have the key to the lock ˘ please lock cabinet.
o Lateral files: MUST be emptied (any number of drawers). Please lock if you have
the key.
• Label trash and recycling bins
o If you share a work station or office, perhaps you only need one bin per office,
rather than one bin per desk.
Packing
Vertical
Fragile Items
• Please use bubble wrap or newspaper around any fragile items, and place them into a
box. Mark the box ˆFRAGILE˜ on all sides and on the top in Red.
Plants
• Place smaller plants in labeled box if they fit.
• Larger plants, just put a label on the pot.
Personal Items
• Please take your personal items home with you.
Operations will not be held responsible for personal items or valuables during the move.
Fragile Items, ETC.
Fragile, etc
Recycling
• Go through items and recycle anything you do not need.
• Remember to be green, and reuse/donate unused or unwanted items to
HGSE
’s freecycle!
• A designated freecycle spot will be coordinated for your move.
• Both regular recycling bins, and confidential (locked) bins are available
by contacting [email protected], or calling 617−495−3410.
• Ask the Operations moves point person if you have any questions on
recycling, or freecycling!
Recycling
Carpentry Requests
• Typically for moves the Moves Team works with the occupant to determine
where wall shelves are needed/wanted, in some cases this can be left until
after the move and the occupant has some time to get settled and can better
visualize the space.
• Other carpentry requests include bulletin board/white board, photos,
pictures, and other wall hangings. These items will be coordinated after the
move, the you and the Moves Team will determine a ˆcarpentry day˜ where
these requests can be completed.
• For your existing offices you may require support to take down existing
pictures and artwork, in this instance:
• Please tell your moves point person what the item(s) is/are that will be coming
down, and its current location.
• Your moves point person will then send and email to Operations five business
days prior to the move date.
• Please note: only labeled artwork, pictures, and other wall hangings will be moved
as part of the move.
• Don’t forget to label artwork, pictures, and other wall hangings.
Carpentry
• Please Do NOT unplug or pack your phone set!
• HUIT will move your phone set the day of the move.
• The night prior you may wish to record a greeting letting your
callers know you are moving and there will be a delay in getting
back to them
• HUIT will take phone lines out of service the morning of the
move and phones will be reconnected by the end of the moving
day.
• During the move ALL calls will go directly to voicemail
• During the makeover, your office will be inaccessible.
NOTE: Telephone service will be interrupted on moving day,
and your phone will be inaccessible during your makeover.
Telephone Lines
Telephones
• Please Do not disconnect ANY of your computer equipment.
• You should label your monitor, CPU, and any other necessary
accessories.
• Computer move coordination will be coordinated through the Operations
Moves Team and the LTC.
• Please let the team know if there are any special requests or
considerations for you computer/technology equipment (for example I use
only a laptop and will not require disconnection support, or I have secure
data, etc.)
Computers and Printers
Computers
• Operations staff will be overseeing the move and will arrive on site with
the movers and HUIT.
• Everything that is properly labeled and packed will move.
• Items will be transported to your new location per the agreed to plan.
• HUIT will move phones/lines to new location (if applicable).
• Operations will have staff back and forth between both sites until the job
is complete.
The Day of the Move
Day of Move
Move Schedule
Day before the move
• In some cases this may be a Friday with a Monday move ˘ so it
would actually be three days before the move...
• You must be completely packed before you leave for the day
• Computers will be disconnected in the afternoon unless otherwise
coordinated˘ NOTE: there will be downtime the afternoon before the
move.
Day of the move
• HUIT and the movers will be arriving in the morning and will work
through the day until the move is complete
Beyond the move
• The rest of the week will be unpacking and getting settled in
• Don’t forget to let your moves point person know of any carpentry
requests
• Please notify your moves point person when boxes become empty
so they can arrange a pick up with Operations
Move Schedule
Completion of Move
• Keys for your new space (if applicable) will be available, you will need to fill out a
key (index) card to sign out your new keys, in addition to returning your old office
keys.
• Once you have unpacked your boxes, stack the boxes in a dedicated area.
Operations will come by as requested or once every couple days and pick up
boxes.
• Newsprint should be recycled, bubble wrap is trash.
• Any problems or questions, please call or email your Operations Moves team point
person.
• After your move/makeover is closed out subsequent facilities requests should be
sent to [email protected] or by calling 5−3410
Thank you for your help!
−HGSE Operations Department
Move Completion
