How To Get Organized For A Big Move

July 23rd 2008

This post was written for Organize IT by Chrissy Scivicque who is the Senior Content Manager for OfficeArrow, the world’s first online community for office professionals by office professionals. You can follow her journey and read articles on productivity and professional development at OfficeArrow.

Ok. I’m freaking out. I’m moving from one side of the United States to the other in less than thirty days. Is it possible? Of course! The real question is: can I make the big move and be organized about it? Or will I end up carrying garbage bags of clothes with me on the plane, wondering if I left my most valuable possessions in a closet I forgot to empty. To help me handle this move, I’m writing this article for my good friend James (who happens to be on his honeymoon while I’m stuck in this purgatory). Hopefully, by outlining the steps that need to be taken, others can benefit as well.

The Mission: Move from San Francisco, California to Atlanta, Georgia (HQ of OfficeArrow, where I just landed the greatest gig!)

The Timeframe: 30 Days

Preparing for a big move in a short period of time requires a high level of discipline. So let’s get right to it. Any move, regardless of length, is broken down into three parts, the preparation, the transition and the aftermath. Whether you’re moving across town or across the world, following these steps will help you do it in a more organized fashion (which will hopefully save you some unnecessary stress).

The Preparation
Begin the process right away. Though the actual move might be a month away (or longer if you’re lucky) the planning should really start immediately. Begin things off by going through each room (every cabinet, closet and drawer) and sorting all items into one of four piles:

Keep.
Throw away.
Donate.
Storage.

First, identify the items to be thrown away and those you’re interested in donating. Immediately, take these “throw away” items to the dump and the “donate” items to your favorite local charity.

Next, put the storage items in your car and take them to your storage unit (now!). If you’re taking storage items with you, box them up and clearly mark them so they can be set aside throughout the moving process. Once these things are gone, you can get a better idea of what you’re really working with.

Now, begin the slow and painful process of packing. Ask for old boxes from your local grocery store (the produce department usually has a big stack waiting to make your day). Alternatively, you may want to go to your local liquor store – they typically have some sturdy boxes available. Or, pick up a few empty boxes of copy paper from your office (they’re the perfect size for files and books). Be sure to clearly mark all boxes with the room in which the items belong.

During this time, you’ll also want to identify all critical to-do items, including dates by which they need to be completed and mark them on your calendar (always allow for extra time as unforeseen delays are rampant):

Shut off electric/gas – Start in new home.
Cancel phone – Start in new home.
Cancel internet/TV service – Start in new home.
Moving truck rental (and/or hire movers).
Shipment of items (including pets, cars).
Purchase of airline tickets (if needed).
Put in a change of address form with the post office.
Change address of all credit cards, bank accounts, insurance policies, etc. Most places will let you submit the information and designate the effective date in the future.

Lastly, don’t forget the food! Right when you know you’re moving, begin planning meals around the items in your freezer and any perishable goods you don’t want to (or can’t) transport. Invite over friends for an “Eat Me Out Of House And Home” party. The day before you leave, be sure to empty the contents of your pantry and refrigerator and drop it all off at your local shelter or soup kitchen.

The Transition
The actual move is the most difficult and stressful part of the process. Those few days where everything is in chaos can be an organizational nightmare. Create a file and label it “transition”. Keep all emergency information in this file and carry it with you on the plane (or in the car) during the physical move. Alternatively, if you’re not a paper-person, add this information to your handheld electronic device (such as cell phone). Include the following contact information:

Landlord or property manager (if applicable).
New utility company (and any reference information).
Movers or shipping company (and reference information).
If you are using a moving truck that you’ve rented, have all rental paperwork and insurance information on hand.

Know where all the necessities are, put them in easily identifiable boxes (if not with you) and keep them accessible (prescription medications, checkbooks, keys, etc.)

Special Note: Take a roll of toilet paper with you! Remember that when you arrive at a new house or apartment, it is likely completely empty. This means that, if nature calls, you’re in a pickle. Prevent issues by stashing a roll in your bag.

The Aftermath
Once you get there, the fun is really just beginning. It can be tempting to just unpack the essentials and then leave the rest of the boxes to collect dust, only opening one when you’re looking for something specific. Don’t do it! Take this as an opportunity to start fresh in your organization system. Purchase containers and trays to organize closets, drawers and shelves. Don’t get in a rush but make a goal to unpack two or three boxes every day until the entire project is finished. When you’re done, break down the boxes and take them to recycling bins. Being surrounded by boxes, whether full or empty, can make you feel mentally unsettled.

A handy tip to keep in mind is to start with the bedroom. Get that room completely unpacked and settled before moving on. This way you can be sure to go to sleep and wake up in a calm atmosphere (even if the rest of the house is still in boxes).

On a final note, in the coming months after your move there will be a whole new set of tasks to be completed to really establish yourself in your new home:

Find a new doctor and dentist.
Establish familiarity with the surrounding area (get a big map or a guidebook and start checking out the local hot spots and landmarks).
Get to know the public transportation system.
Get to know your local community leaders.
Get active – find new hang outs and new friends.

The great part about my move is that I’m doing it through my company, OfficeArrow. I’ve been lucky enough to already meet people (other office professionals, no less!) through the OA groups and our Atlanta Meet Up Event.