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1. Office Moving Two Guys and a Truck
Best Practices Moving & Storage
Local & Long Distance / Residential & Commercial

2. Best Practices for Office Moving
Introduction
•Moving, whether it’s a home or a business, is
considered one of the most stressful things that
people encounter in life. Two Guys and a Truck
not only provides this commercial service, but
we also offer this guide, filled with information
and tips, designed to help you and your team
enjoy a low stress, successful transition.
Two Guys and a Truck (800) 783-4897

3. Packing Instructions
For the most efficient office move, individual cubicles and common areas
(including supply rooms, file rooms, mail rooms, conference rooms, kitchens)
should be packed prior to move day.
Desks
•Pack entire contents of every desk. Loose items such as paper clips, pens or rubber bands should
be placed in an envelope and packed in a carton. Remove all pencils trays, stationery slots, etc. from
desks and pack in a carton. All file drawers and desk top items should also be packed.
File Cabinets
•Most file cabinets can be moved with their contents in place and require no packing. Lateral file
cabinets with three or more drawers, should have all but the bottom two drawers emptied and packed.
All lateral or standard file cabinets that need to be relocated up or down stairs, as well as all fireproof
cabinets, should be emptied and packed. Cabinets that are bolted together should remain unlocked.
Bookcases
•Bookcases will require packing and their contents
should be placed in cartons. Sliding shelves or
drawers should be secured with tape.
Personal Items
•Small plants, picture frames, fans, radios, and other
personal items should be hand-carried by personnel
to the destination.
Two Guys and a Truck (800) 783-4897

4. Moving Office Furniture
Labeling for Office Moves
Labeling
•Label all items to be moved in
advance. Usually, items left
unlabeled will not be moved.
Mark each label with the
corresponding move number.
Color Coding
•Use color coded labels to help
group items with multiple
pieces. For example, a PC
may have labels for the
monitor, keyboard, mouse and
printer.
Two Guys and a Truck (800) 783-4897

5. Moving Office Equipment
Preparation of Office Equipment
When relocating office equipment, there are three questions to consider:
1. Who will prepare the equipment?
2. Who will actually move the equipment?
3. What is the priority for the equipment to be moved?
Copiers
•Check with your vendor on moving copiers. Your maintenance
contract may require the vendor be responsible for physically
relocating the equipment.
Desktop Computers
•Computer equipment should be labeled and disconnected prior
to the move. Back up computer files to prevent data loss. Cables
should be removed and packed. Non-detachable cords should be
coiled to prevent accidents.
Cables & Peripherals
•Consider using 20”x26” Zip-Loc bags to pack and manage cables
and peripherals. Put cables, keyboards and mouse for each
workstation together. This allows for quick, organized
reconnection of your systems.
Server Rooms
•If your equipment vendor requires it, you may consider using
them for the transportation of this sensitive equipment.
Two Guys and a Truck (800) 783-4897

6. Office Moving Day
On the day of your office move, make sure that there is at least one company
representative on-site at each location: origin(s) and destination(s). This will
prevent unnecessary delays and verify that all items have been picked up and
delivered to your satisfaction.
Elevator Reservations & Access
•Move dates and logistics should be
clearly explained to building &
facilities managers.
•Elevators are reserved on an
exclusive basis, and the necessary
keys and entry cards need to be
obtained.
•All doorways and hallways should
be cleared prior to the move. For
maximum efficiency and safety, no
other vendors should be working in
these areas during the move.
Two Guys and a Truck (800) 783-4897

7. Cost Control
Cost Control
Moving quotes are based on a schedule and timeline. Changes in the move
schedule or sequence can result in additional charges. Other causes for cost
increases could include:
•New space is not completed
•Sharing of elevators and doorways
•Elevator and doorway obstructions
•Rearranging during the move
Maximizing Efficiency
•Smooth office moves are built around the most
efficient use of moving labor. The objective is to
maintain the flow until the move is completed.
•Sometimes situations arise during the move
that require experience and quick thinking to
avoid an expensive slow-down. Rest assured
that with Two Guys and a Truck, we have the
experience and knowledge to handle such
situations in the best possible way.
Two Guys and a Truck (800) 783-4897

8. Checklist for Office Moving
 Pre-move meeting with Two Guys and a Truck project manager
 Assign employees/locations a move number
• Prepare and post new location floor plan
• Duplicate copies
• Full-size copy in key locations
 Distribute pre-move information packs
• Instructions
• Number assignments
• Labels
 Mark all items with numbers and labels
 Reserve building and elevator access
 Clear all desks and pack items
 Protect and pack fragile items
 Take down wall items
 Prepare specialized equipment (vendors contacted)
 Prepare for plants to be moved
 Complete and post new office layout forms
 Move assignments reviewed and clarified
 Move coordinators assigned & scheduled for both locations
Two Guys and a Truck (800) 783-4897

9. Prepare Your Office for Moving
HELPFUL HINTS – Part 1
Form a Moving Committee with Your Staff
•Administration
•Staff Members
•Other Department Heads
Complete Walk-through at Existing and New Locations
•Prepare list of what is moving from office
•Confirm special move requirements
•Confirm access requirements for both locations (elevator, loading area, parking etc.)
•Discuss anticipated move date and schedule
Establish Activity Schedule
•Develop move strategy: sequence and timing of each department/group
•Plan how to maintain essential business activities on move day
•Establish packing and labeling plan, coordinate with new layout
•Include schedule for uninstall, move, and reinstall of all equipment and furniture, and/or delivery and
installation of new equipment and furniture
Telephone
•Determine requirements (if new equipment)
•Select vendor and place order
•Cable
•Uninstall equipment
•Reinstall and test equipment Two Guys and a Truck (800) 783-4897

10. Prepare Your Office for Moving
HELPFUL HINTS – Part 2
Data/Computer
•Determine requirements (if adding new equipment)
•Cable
•Uninstall equipment
•Reinstall/test equipment
Furniture - Free Standing
•Determine requirements (if adding new equipment)
•Specifications
•Manufacturers
•Pricing
•Designate items for painting, refinishing, refurbishing
•Delivery and installation schedule
Furniture - Systems
•Determine requirements (if adding new equipment)
•Inventory existing pieces
•Determine reconfiguration requirements
•Specifications
•Manufacturers
•Quantity and price
Two Guys and a Truck (800) 783-4897

11. Prepare Your Office for Moving
HELPFUL HINTS – Part 3
Disposition of Existing Equipment and Furniture
•Arrange for the sale and removal of selected equipment and furniture
•Charity, Reuse and Recycle Programs, and other sustainable solutions
Move Preparation
•Move committees review schedule and activities with each department/group
•Post employees move schedule
•Distribute move materials and supplies
•Move
•Mover picks up empty boxes
Two Guys and a Truck (800) 783-4897

12. Contact Us Office Moving
Two Guys and a Truck® Corporate Relocation & Office Moves
Expanding to My Guys Moving& Storage •Local & Long Distance / Domestic & International
45726 Elmwood Court •Executive Moving Services – Customized to Client
Sterling, VA 20166 •Furniture – Delivery, Installation, Reconfiguration
•Commercial Project Management & Government
For Free Estimates Services
Call (800) 783-4897 •Vehicle Transportation – Specialty Auto / RV / Boat
www.2gt.com •Logistics & Warehousing
•Records Retention & Inventory Management
Two Guys and a Truck (800) 783-4897