Moving Schedule

This simple tool outlines a timeline for organizations moving to a new facilities, to help you get a handle on the tasks you need to plan for.

This chart shows a hypothetical fast-track move for a nonprofit organization, based on the assumption that it is for a 5,000 square foot space, there is no renovation or construction, and the move takes place over a weekend. Use a move schedule as a way to communicate with your staff, old and new building management, movers, contractors and consultants.

WEEK 1

Monday

• Hold strategy move meetings
• Arrange start of new phone service (local & long dist.)
• Schedule cancellation of old phone service
• Arrange forwarding of mail
• Schedule elevators for move and post move\
• Schedule building services, heat and a. c.

Tuesday

• Take furniture and equipment inventory

Wednesday

• Take furniture and equipment inventory
• Purge Files

Thursday

• Take furniture and equipment inventory
• Purge Files

Friday

• Purge Files
• Plan furniture layout for new space

WEEK 2

Monday

• Hold strategy move meetings
• Purge files
• Plan furniture layout for new space
• Notify utilities to cancel old site and turn on new site
• Order letterhead, cards, checks and invoices
• Find new furniture
• Write and issue move bids

Tuesday

• Purge files
• Find new furniture
• Write and issue move bids
• Arrange temporary security for move days

Wednesday

• Purge files
• Find new furniture

Thursday

• Purge Files
• Find new furniture
• Hold mover bid meeting and tour both sites

Friday

• Purge Files
• Find new furniture

WEEK 3

Monday

• Hold strategy move meetings
• Purge files
• Find new furniture
• Receive mover bids

Tuesday

• Purge files
• Find new furniture

Wednesday

• Find new furniture
• Hire Mover
• Hold staff tour of new site

Thursday

• Find new furniture
• Pick up file boxes going to storage

Friday

• Find new furniture
• Deliver move cartons, bins and bubble wrap

WEEK 4

Monday

• Hold strategy move meetings
• Find new furniture
• Deliver move cartons, bins and bubble wrap

Tuesday

• Find new furniture
• Deliver move cartons, bins and bubble wrap

Wednesday

• Tag furniture
• Deliver and install new furniture and equipment
• Pack

Thursday

• Deliver and install new furniture and equipment
• Pack
• Install protection and move sinage (both sites)
• Tour with movers to note pre-existing damages

Friday

• Deliver and install new furniture and equipment
• Pack
• Install protection and move sinage (both sites)
• Disconnect desks, work stations and file cabinets
• Disconnect special equipment (computers, etc.)
• Obtain tip money for use during move
• Collect old keys and distribute new keys
• Move

WEEK 5

Saturday

• Unpack
• Reconnect desks, workstations and file cabinets
• Reconnect special equipment (computes, etc.)
• Reconnect low voltage wiring in work stations
• Remove protection
• Have post-move tour to determine damages

Sunday

• Unpack
• Reconnect special equipment (computes, etc.)
• Reconnect low voltage wiring in work stations
• Clean up and remove trash (old and new sites)

Monday

• Unpack
• Clean up and remove trash (old and new sites)
• Remove remaining furniture (old site)