Whatever the size, the move-in or move-out tenant is looking for some key things to shape the move plan. As a property manager you should have a written move-in/move-out policy outlining the do's and don'ts of your property. If your tenant can hand a copy of the policy to the mover as estimates are prepared, there will be less misunderstanding of access questions. The mover and tenant can then work out a plan that conforms to your building's specific requirements. How many of these points does your policy address?

• Does your policy spell out times of usage for dock and elevators?
• Are specific time restrictions clearly stated?
• Do you require floor and wall protections in specific areas or do you leave this to the discretion of the mover?
• What is the procedure for locking down elevator for independent service?
• Are there lock-down times for the building?
• Is there a guard on duty or on call?
• Does policy cover the delivery of move supplies and equipment in advance of the move-out time? (as example, if your policy says no moves until 6 p.m., the mover will want to pre-set items onto dollies and place computers onto carts prior to move start time). Policies generally specify insurance requirements mover must provide to your management company. Be pro-active and review whether your tenant's mover of choice has a current policy for your building. If not, the flag is up to ensure that certificate arrives before move day with proper additional insured information.
• Does policy identify the elevator maintenance company for mover to contact if there is need to move items on top of or below elevator cab?
• Are there door sensors which cannot remain open without alarm sensors alerting a monitoring station?

One consideration for tenants who have modular work stations: the additional accesses that occur as technicians disassemble and remove or deliver and reassemble these stations must be expected. Of course, special needs encourage discussion directly with the moving company representative. No matter the circumstance, your attitude and the information you and your staff provide can promote the building-friendly move you desire. As you work with each tenant you are reinforcing for your other tenants the proper procedures expected. And, of course, you provide the mover with the guidelines to help his client achieve the trouble-free results all are expecting.

Notes from a mover:

I always stop into the property management office when putting together a bid to obtain move policy and a sample insurance document (with additional insured wording) and to check to see if our policy is on file. As a moving consultant, I can shape the move to conform to building policies. Many times we achieve loading in the late afternoon or evening with delivery the following morning. Friday night load/Saturday delivery is very prevalent. But if we can load out a small office during non-peak daytime hours (9 - 11:30 and 1:30 - 4:30) we can deliver later the same day.

Larger tenants having to relocate law libraries, laboratories, modular furniture or oversize (to elevator or stairwell) pieces require additional cooperative planning among tenant, building management, and mover.

It is NEVER a good idea to have two activities trying to share a freight elevator or access a loading dock simultaneously.