Bay Area Office Moving Checklist: Plan Your Team, Equipment, and Setup
An office move needs a plan for people and work as well as furniture. Someone must coordinate building access, decide where equipment belongs, and make sure employees know what to pack. This checklist helps Bay Area businesses prepare for a move with Everlasting Moving and identify the tasks their own team or other providers need to handle.
Choose one move coordinator
Assign a main contact who can answer questions about the inventory, schedule, and destination layout. Identify a backup contact for moving day. Ask each department to report what it is taking, what stays behind, and what must be available first at the new office.
Set a target schedule around building access and your business needs. Discuss loading and delivery windows with the mover before promising a reopening time to employees or customers. Moving furniture is only one part of getting an office ready to work again.
Create an inventory and destination floor plan
Count desks, chairs, conference tables, cabinets, shelving, and packed boxes. List monitors, printers, and other equipment separately, including any unusually heavy or fragile pieces. Send photos and dimensions where size or access may be an issue. Ask in advance about any item that may require specialist handling rather than assuming it fits a standard office move.
Give each room or work area a simple destination name or number. Use the same labels on the floor plan, boxes, and furniture. Mark shared equipment clearly so it goes to the correct area. Check that larger pieces fit through doors and into their intended rooms before moving day.
Coordinate with both building managers
Confirm permitted moving hours, loading dock access, service elevators, and where the truck may park. Ask whether elevator padding, reservations, or insurance documentation are required. Send any documentation requirements to the mover ahead of time for review.
Share gate instructions, floor numbers, carrying distances, and low clearances. Confirm that loading doors can remain accessible during the move and that someone authorized can open them. Coordinate the old and new buildings together so one reservation does not conflict with the other.
Make a separate plan for computers and connectivity
Have your IT contact plan backups, shutdowns, disconnection, and reconnection. Label cables and peripherals to match their devices, and photograph connections where useful. Confirm who will pack each type of equipment and which protective packaging is needed before anyone starts disconnecting it.
Keep access credentials and sensitive business records under your organization’s control. Arrange internet activation and other IT setup separately. Do not assume the moving crew will configure networks, reconnect servers, mount screens, or perform electrical work; discuss the requested scope and arrange appropriate providers where needed.
Tell employees exactly what to pack
Give staff a deadline and a short set of labeling instructions. Personal belongings and items needed during the move should stay with their owners. Use sturdy boxes that close securely, and keep heavy contents in manageable loads. Separate fragile items and label them clearly.
Decide how desk drawers and file cabinets will be prepared with the moving team. Avoid assuming they can travel full. If you need packing assistance, identify the rooms and contents in advance. Everlasting Moving can assist with packing and unpacking using customer-supplied boxes; confirm the materials and work included in your quote.
Agree on furniture work and unloading priorities
Identify desks, tables, and other furniture that need disassembly or reassembly. Share photos of unusual construction, and keep manufacturer instructions available. If your team takes items apart, label the hardware and keep all parts together. Tell the crew about existing damage or delicate finishes during the walkthrough.
At the destination, have the coordinator direct placement using the floor plan. Identify priority areas, such as a reception desk or essential workstations, and discuss a workable unloading order with the crew. Leave carrying routes clear and keep employees away from active loading paths.
Review the completed move before the crew leaves
Walk through both spaces. Check closets, meeting rooms, break areas, and cabinets at the old office. At the new office, review furniture placement and agreed assembly work. Report any concern promptly and document the details. Your IT contact should check equipment setup and connectivity before staff resume normal work.
A commercial moving quote should reflect inventory, access, crew and truck requirements, requested packing, and furniture work. Confirm the billing arrangement, any minimum or travel charges, payment terms, and what is outside the scope. Notify the mover when the inventory or schedule changes.
Plan your Bay Area office move with Everlasting Moving
Send us your pickup and delivery addresses, preferred date, office inventory, building restrictions, and packing or assembly needs. We will review the details and discuss a moving plan and tailored quote.
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