10 steps for an efficient and sustainable office move on campus

From packing to delivery to disposal, here is everything you need to know about moving your office on campus.

If you are moving between office spaces on campus this fall, our campus moving team can help. Handling over 300 office moves last year, they also support furniture moving, general delivery and disposal, meeting set-ups and take-downs, and room cleanouts. 

Here are 10 steps you can take to ensure a smooth and more sustainable move. 

1. Start by submitting a service request

To ensure a timely move, submit your request at least two weeks in advance. The further ahead you plan, the better. Reno Strano, assistant manager of campus services, recommends requesting at least a month in advance. 

2. Assign a move coordinator  

Appoint a member of your office to act as a liaison with your department, property manager, and moving services. All communications about the move, such as scheduling and consulting, should go through the move coordinator to centralize communication and oversight, streamlining the entire moving process.  

3. Arrange for phone connection and reconnection 

Many departments now use Teams for communications, however, if your office still utilizes an analog telephone system, such as Bell Centrex, you will need to contact U of T Telecommunications to arrange to connect and disconnect your phone. 

If your office decides to no longer use desktop phones, keep in mind that e-waste can be recycled. Please contact the waste management and recycling team at recycling@utoronto.ca to recycle desk phones. 

4. Hold mail deliveries 

Cancel or hold standing mail deliveries to prevent delays and mix-ups. To make these changes, contact campus mail services.  

5. Contact your property manager 

Once your move is scheduled, contact your property manager for assistance with signage, keys for the new location, and installation of computer and data lines. You can find your property manager and their contact information on the find your property manager page.  

6. Take stock of what you have

Plan for sorting and discarding furniture, files, and papers. Underestimating the number of items to be moved and discarded can cause delays. Moving services can help dispose of old furniture and supply bins for recycling and garbage.  

Be sure to contact waste management and give functional furniture a new life through the swap shop, a sustainability initiative on campus that offers surplus office equipment for reuse.  

7. Plan for the furniture  

Develop a detailed plan for your move. Depending on the scale, you may need to reserve an elevator in your building or disassemble furniture too large to fit through the door. For a smooth and timely start, provide pictures and a floor plan of where the furniture is to be delivered. Ask the movers about the type of truck that will be used to ensure it will fit in the loading docks.  

8. Start packing

Already managing a heavy workload? Campus moving provides both moving supplies for sale and a packing service to pack your belongings. 

To reduce waste and cut costs, use excess paper or fabric as a sustainable alternative to packing peanuts and bubble wrap.  

When packing, fill boxes all the way up because half-empty boxes will crush when stacked, but do not go too far—nothing should be sticking out of the box. Be careful not to overload boxes with items such as books, making them too heavy to lift. Fold the flaps of the box and always tape it closed. To prevent confusion, label everything to be moved and be sure to indicate if items are fragile.  

9. Ensure nothing is left behind 

Provide your movers and waste management with instructions so that everything goes where it needs to go. Remember to return plastic and cardboard boxes to moving services for reuse. Finally, turn off the lights and return your keys to the person you first got them from. 

10. Think ahead

Need new office supplies? Reduce waste and save costs by considering furniture and items from the swap shop. 

A new location is an opportunity for a fresh start. Explore our tips on how to make your new office more sustainable. 

Still have questions? Email campus.moving@utoronto.ca