Planning Schedule

4 Weeks before the move

• Meet with Paragon, and/or Move Consultant to finalize the move schedule.
• Form Moving Supervisory Team to assist in delegation and implementation.
• Finalize floor plan for new office and assign label and placard colors and department numbers to provide to your mover.
• Prepare Move Communication Packets for your employees, providing the move schedule and instructions .
• Schedule and prepare agenda for your Employee Move Orientation Meeting.
• Take inventory of all “High-Value” items in your office and note any pre-existing damage. Declare all high-value items to your mover in writing.
• Contact your insurance agent to discuss coverage during your move.
• Meet with your MIS Department to discuss special needs for moving IT equipment. Paragon can also meet with your MIS Department to explain the Process for moving computers.

3 Weeks before the move

• Conduct your Employee Move Orientation Meeting.
• Distribute Move Communication Packets to your employees.
• Schedule delivery of moving bins - 2 weeks before the move, File and Computer Crates and Moving Supplies – 1 week before the move.
• Explain Purge / Shredding Process and distribute instructions and identify location of bins throughout the office.
• Assign individuals to be on-site during the move to answer questions and supervise the process.
• Distribute list of contact names and telephone numbers where contacts can be reached on the day of the move.
• Contact Building Management at your new location to review policies and procedures for move-in day.
• Arrange loading dock and elevator reservations as appropriate at the origin and destination locations.

2 Weeks before the move

• Purge / Shredding Bins delivered.
• Communicate with your staff, encourage a successful purge process.
• Make list of employees who will not be present for the move and assign an individual to pack and label their work area.
• Assign individuals to pack and label common areas such as the kitchen, lounge, etc.
• Draft an emergency contact list for vendors such as Elevator Maintenance, Building Management, Utilities, Telecom, and Moving Company.

1 Week before the move

• Moving bins, crate dollies, labels, and moving supplies delivered and distributed.
• Provide Placards to your Mover or Move Consultant to post at the destination site.
• Confirm dock and elevator reservations and origin and destination locations.
• Contact Building Management to confirm dates and times.
• Conduct a Final Prep Meeting with Supervisory Team, Mover and Move Consultant. Review the move schedule and address any last minute needs.
• Communicate with your employees throughout the week, making sure the packing process is going smoothly and answer any questions.
• Confirm the schedule of individuals who will attend the move and their roles.
• Distribute 2-way radios and cell phones as appropriate for use during the move.
• Distribute copies of floor plan to your move supervisors.
• Complete a thorough walk-through of your new office space and take inventory of existing damage to walls, doorjambs and flooring.
• Install Building Protection at new facility (Doorjamb, Wall, and Floor Protection).
• Designate a Lost and Found area at the destination site.