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Commercial Service

Phased Office Moves in Boston and MetroWest

Move department by department, with a place for each team to work between waves and a calendar tied to both leases.

(774) 421-9389
Phased Office Moves moving in Boston and MetroWest: moving crew at work
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  • 10 States Northeast Served

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How We Plan Phased Office Moves

A phased move goes department by department over several weeks, because not everyone can move at once. The new space may be finished floor by floor. A team may need its old desks until a project ends. Or the business simply cannot stop all at once. Between waves, some teams sit in swing space, a temporary area they will leave again, so a phased move can mean moving the same desk twice.

We run it as a series of small moves on one plan. Your facilities lead sets the order, and for each wave we list the team, where it is going next, which shared rooms and printers stay behind for the others, and what has to happen before the next wave can start. Every label carries the next stop, not the final one: a cabinet headed for swing space says swing space. Each wave usually runs after work on a Friday, so the team starts Monday at its new seats. The possession and handback dates on both leases bound the whole calendar.

Who usually signs off
Facilities director or office manager approving department order, with team leads confirming seat assignments and the lease contact confirming possession dates
Timing that works
In waves between the new lease's possession date and the old lease's handback, one department per wave, usually a Friday night or weekend on request.

What typically moves

  • Department desks and task chairs Grouped by wave and seat; working desks stay intact until release.
  • Shared print stations and supply cabinets One stays behind for the remaining teams until the last wave.
  • Team file cabinets and records cartons Labeled with department and next stop, including swing space.
  • Meeting-room tables and whiteboards Rooms the remaining staff need stay furnished until later waves.
  • Reception furniture Often set at the new office early so visitors have somewhere to go.
  • Desk computers, monitors, and printers Move with their seats; your IT contact cuts over each wave.

Access and scheduling

Put both leases' key dates on one calendar with the waves: when you get possession of the new space, when each floor or area is ready, when swing space is available and must be empty again, and when the old space must be handed back. From that, we plan which waves go straight to permanent seats and which need a second move.

Dock and elevator rules differ between the buildings, and every wave needs its own booking. Your property contacts make them and send us the rules; we supply certificates of insurance on request. Friday-night and weekend waves keep carts out of the aisles where colleagues are still working. The last wave usually takes the shared rooms, the leftover printers, and anything the old landlord needs gone before handback.

Protection and handling

In a phased move, the office being emptied is still in use, so the crew works around people. We separate the wave's contents from the desks still in use before loading, keep cartons out of aisles and exits, and lay runners along the approved cart route. Nothing from a later wave is touched early, even if it is in the way; we ask first.

When a piece moves twice, its hardware stays taped to it through both moves, and its label is updated when the team's permanent seat is confirmed. A wave's computers and monitors are plugged back in wherever that wave lands, and your IT contact runs that wave's network cutover. Staff decide when confidential records can leave their area and seal those cartons before we carry them.

Who does what

Some of this job belongs to other trades. The written plan names each one.

Wave order, swing seats, and who works where
Set by your facilities lead with department heads; the crew moves released contents to the assigned area.
Network cutover and shared printing
Your IT contact moves service with each wave and tests it.
Lease dates, possession, and handback
Your lease contact confirms dates and requirements; property managers control elevators and docks.

Not part of our work

  • Deciding wave order or how much swing space you need.
  • Approving occupancy or signing off the old lease.
  • Network changes or software setup between waves.

Around Boston and MetroWest

Phased moves are common when a Boston company moves between Financial District or Back Bay towers with different possession dates, and when a Route 128 or I-495 company takes a new building in a park while keeping its old suite for a few months. Swing space is usually a spare floor or a short-term suite in one of the two buildings.

The crew that shows up

The Eastside Movers team gathered on an indoor staircase

Phased Office Moves FAQs

Another question? Call (774) 421-9389.

Which of our departments should go in the opening wave?

Look first at which new space is ready. Then ask each department what it needs at the old office and for how long, and check the swing space available. Teams with the fewest ties to shared rooms often go first. We label and stage by the order you approve.

Can a team move into swing space before its permanent area is ready?

Yes, if the swing space is yours to use and has enough seats. We label the first move for swing space and relabel when the permanent seats are set. Your IT contact sets up service at both stops. Decide what travels twice and what can wait in place.

What if our new lease starts before the old lease ends?

That overlap is what makes a phased move possible. Put the start of access, the last working day at the old office, and the handback date on one calendar, and we fit the waves inside it. Leave time at the end to clear what remains and meet the old landlord's requirements.

How do we keep shared printers available between department waves?

Keep one printer or print room at the old office through the final wave. We move the others with their departments. Your IT contact handles the print settings at each stop, since moving a printer does not make it print.

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Plan your business move

Tell us both addresses, the building rules you know about, and the dates you cannot move. We will send back a written plan and estimate.

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