Comprehensive Guide to Moving Cubicles (Systems Furniture)
Moving modular office cubicles requires specialized knowledge and careful execution to prevent damage, component loss, and costly downtime. Follow this comprehensive, phased approach to ensure a seamless transition for your systems furniture.
1. Pre-Planning and Preparation (6-4 Weeks Out)
A. Inventory and Design
- Audit Existing Layout: Detail the current cubicle setup, noting panel heights, work surface sizes, and all storage components.
- Finalize New Layout: The new floor plan must be finalized and approved by the installation specialist to ensure the existing furniture can fit the new configuration.
- Identify Furniture Changes: Determine which components will be liquidated, stored, or purchased new to fit the new design.
B. Hiring Specialists
- Hire Professional Installers: Do not use general movers for disassembly and reassembly. **Hire a specialized systems furniture installation company** (like Vector Installation Services).
- Review Vendor COIs: Confirm the installation company provides adequate Certificates of Insurance (COI) that meet both building requirements.
2. Disassembly and Packing (1 Week Before Move Day)
A. Preparation and Labeling
- Clear Stations: Employees must completely clear all desk surfaces and storage. All personal items should be packed separately.
- Color-Coding System: Implement a clear, detailed labeling system. Color-coded labels should match the furniture components with the corresponding station number on the new floor plan.
- Pre-Disconnect IT: The IT team must disconnect all computer hardware, monitors, and desk phones before the installers begin work.
B. Cubicle Disassembly
- Access Requirements: Ensure installers have uninterrupted space around the cubicles for staging tools and components.
- Systematic Disassembly: Installers must follow a precise process: surfaces/shelves first, then storage, then electrical components, and finally the panels.
- Hardware Control: **All small hardware (screws, brackets, panel connectors) must be meticulously collected, bagged, and labeled** with the specific cubicle system and station number.
3. Transportation and Receiving (Move Day)
A. Loading and Protection
- Panel Protection: Panels should be wrapped in moving blankets or protective wraps.
- Secure Loading: Load panels vertically and securely to prevent warping, scratching, or damage to fabric/finish during transit.
- Component Separation: Keep all hardware, work surfaces, and panels for each system separate to prevent mixing parts from different manufacturers.
B. Offloading and Staging
- Designated Staging Area: At the new location, offload cubicle parts into a secure, designated staging area (e.g., a vacant conference room).
- Prioritize Installation: Unload components in the order they will be installed (panels first, then hardware, then work surfaces).
4. Reassembly and Setup (Post-Move)
A. Site Preparation
- Floor Protection: Installers must protect the new flooring and walls, especially near component staging areas.
- Verify Power Access: Confirm power connections (floor cores, wall outlets) match the cubicle power requirements outlined in the floor plan.
B. Installation Process
- Frame Installation: Panels and frames are erected according to the new layout, building out from core walls or central spines.
- Integration: Electrical wiring and data cables are run through the cubicle spine before accessories are attached.
- Quality Check: Installers perform a final walk-through to ensure all connections are tight, components are level, and the stations are ready for IT setup.
Cubicle Moving Guide Summary
| Phase | Timeline | Responsible Party | Key Consideration |
|---|---|---|---|
| **Planning & Design** | 6-4 Weeks Out | Move Manager, Architect | Final new layout must accommodate existing furniture dimensions. |
| **Vendor Selection** | 4-3 Weeks Out | Move Manager | **Crucial: Hire specialized installers for systems furniture.** |
| **Disassembly & Prep** | 1 Week Before | Employees, Installers | Meticulously track and bag all hardware per station. |
| **Transportation** | Move Day | Movers | Protect panels against warping and scratching; load vertically. |
| **Reassembly & Setup** | Day 1-3 Post-Move | Installers, IT Team | Verify power/data access before final component install. |
