Running an Office Move Without a Move Coordinator

Every guide to office moving assumes a project manager. Most offices do not have one; they have somebody who agreed to sort it out and now has a second job.

This is what that person actually needs to do, reduced to what matters.

Just-In-Time Moving is locally owned and handles office relocations across Salt Lake City and Salt Lake County.

Four decisions, and everything else follows

Where everything goes. A sketch of the new space with names or numbers on it. Made once, before the day, readable by somebody who has never been there.

Who owns technology. Shutdown order, backups, what must be working first, and who is doing the reconnecting. That belongs with whoever runs your systems, and the conversation happens a week out, not on the morning.

Who answers questions on the night. One person, present, able to decide without phoning anybody. This is the one that most affects whether the move finishes on time.

What is not coming. Decided while you are still in the old space, where the surplus is visible and there is room to stage it.

The three deadlines to set

A week before: everyone has packed their own desk into a labelled crate. Say plainly that anything not packed will be packed for them, then actually do it, as a labelled crate per person rather than a general box.

As soon as you have a date: request certificates of insurance from us for both buildings, order internet at the new site, and order signage. All three have lead times and all three get left.

The day before: confirm access, keys and alarm codes with a named person reachable at the hour you are moving.

What to delegate to us

Ask for a walkthrough of both spaces before quoting. That conversation is where most of the planning actually gets done, and it is the part where having someone who has done this before is worth the most to somebody doing it for the first time.

Ask us what we need from you. A good answer is a specific list, and it turns an overwhelming task into a short one.

The last piece of advice is about your own time rather than the move. Whoever is running this is doing it alongside their actual job, and the failure mode is not incompetence, it is that the move gets attended to in gaps between other things until the week before, when it becomes the only thing. Book two hours a week in a diary for it, starting the moment the lease is signed. Steady attention over six weeks is a completely different experience from a frantic fortnight, and it costs the same.

Call (435) 862-3080 or email office@movingjustintime.com.