The move-in phase of a construction project is more than just shifting furniture and equipment; it’s about orchestrating a seamless transition into a new space. A successful move requires strategic planning, coordination, and a clear communication system to alleviate the stress that typically accompanies relocating an entire team. We talked with Dawn Ovokaitys, Workplace Consultant with Coakley Brothers to understand the step-by-step process.
Define the Scope of Work
The move-in phase starts with an initial inquiry, which kicks off the critical first step: defining the scope of work. Is the move limited to relocating employees and their belongings, or does it include moving large furniture, equipment, and IT systems? This scope determines everything that follows, from the logistical plan to the on-site preparations.
Site Visit and Move Plan Development
To create an accurate move plan, project managers conduct an on-site assessment to review origin and destination locations. Details like elevator access, loading docks, and any unique layout challenges are assessed to formulate a plan tailored to the space.
“During this phase, we collaborate closely with the client to align the move plan with their specific needs,” said Ovokaitys. “This includes everything from coordinating with internal IT teams to ensure equipment is correctly handled to determining if any equipment requires an electrician for safe disassembly and reassembly.”
Move Training and Labeling System
An often-overlooked part of the move-in phase is preparing employees. The Coakley team conducts a move training session, where employees receive instructions on labeling their belongings for easy identification at the new location. Every item is given a label with a unique identifier—making the unpacking process smooth and reducing the risk of misplaced items.
An organized labeling system ensures that movers and employees alike know exactly where each item belongs, helping to eliminate confusion and streamline the transition.
Transparent Communication and Real-Time Updates
As move day approaches, communication becomes essential. In the final month before the move, the move management team remains deeply involved in all communications, ensuring that everyone hears the same information and that questions are answered quickly. Coakley Brothers, for example, are an experienced moving partner with a reputation for excellence, bringing transparency to commercial relocations. With access to over 123 locations across the U.S. and experience in commercial relocation, they set a high standard by maintaining transparency and consistent pricing nationwide.
Their project management approach also provides a central point of contact, so clients can rely on one person to oversee the process, even if the move spans multiple locations. This person handles everything from last-minute adjustments to coordinating with electricians, IT teams, and building management.
Ensuring the New Space is Ready
Before move-in, certain requirements must be met to ensure the new location is ready for occupancy. A certificate of occupancy is typically required, alongside arrangements for any specialized furniture installation or IT setup. Detailed pre-planning ensures that any required disconnection or reconnection of equipment is managed properly. With all these details mapped out in a comprehensive, itemized quote, you have a clear understanding of what’s involved and feel confident that everything will proceed smoothly.
On-Site Oversight and Post-Move Check-In
On move-in day, project managers should be present on-site to oversee the process, ensuring everything goes according to plan and that issues are addressed as they arise. Their role is to handle any unforeseen challenges that might come up—such as a reconfiguration in the layout or any last-minute changes.
After the move-in phase, Coakley Brothers conducts a post-move check-in to ensure the setup meets expectations and any minor adjustments are made immediately. The day-after check-in is a valuable opportunity to confirm that every item is in its place and that employees have settled into their new work environment.
Defining a Successful Move
According to Ovokaitys, a successful move is marked by several factors:
- Staying on Budget and on Time: The move is completed within the agreed timeline and budget.
- Employee Comfort: Employees feel comfortable, safe, and supported throughout the transition.
- Functionality and Quality: Every item is in place, functional, and there are minimal adjustments needed post-move.
The Value of a Well-Managed Move
The move-in phase is one of the most critical steps in the lifecycle of a construction project, as it marks the transition from a completed building to an active workplace. While moving a business can be overwhelming, having an experienced move management team on your side makes a significant difference.