Executive Office Move and Seat Coordination

executive office move and seat coordination

Coordinate workspace moves, seat assignments, and equipment relocation with accountable owners, defined timelines, and a shared plan.

Confirm the approved plan

Record the people, seats, floors, and effective dates in the plan approved by the facilities owner. Confirm who may override the allocation and the route for changes. Do not reassign space on the strength of a hallway conversation.

Assign owners and deadlines

Give facilities, IT, security, and administrative owners the exact actions, dependencies, and dates they must deliver. Track progress without exposing personal schedule details broadly. Use one shared plan so moves do not drift out of order.

Prepare equipment and access

Coordinate furniture, devices, phone lines, access cards, and network setup for the new seat before the person arrives. Confirm the new space is registered for the correct building and system access. Update the access-badge and inventory records at the same time.

Communicate the change cleanly

Tell the affected people who needs to know when the move occurs, the new location, and any transition impact. Keep messages factual and dated. Do not announce a move before the owners have confirmed readiness.

Protect sensitive and personal items

Supervise the packing, transport, and setup of confidential files, equipment, and personal property. Label and track items under the responsible owner's direction. Do not leave unsecured documents or devices unattended during a move.

Verify the seat is usable

Check power, network, phone, printing, access, seating, lighting, and storage in the real space before the person depends on it. Confirm accessibility and emergency routes are in place. Retest after the move rather than assuming the setup survived relocation.

Close the move and log lessons

Confirm the person is settled, old seats are released, and access or records are updated in every relevant register. Resolve any leftover equipment or unresolved access with the owner. Update the space plan and checklist from what actually happened.

Review the move from start to finish

Confirm every affected seat, access record, and equipment item reflects the approved plan. Compare the outcome with the owners who delivered it. Update the space plan and checklist from what actually happened.

Common questions

Can a seat change be requested directly?

Route the request through the facilities owner and the approved space allocation plan.

Who confirms the new space is ready?

The facility, IT, and security owners together, before the occupant depends on it.

How is access updated after a move?

Coordinate the access-badge and system records with the owners at move time.

Source and service boundaries

Plan operational transitions with executive administrative support and the office continuity guide. Ask about defined transition support without sharing building plans. Space policy: GSA internal space allocation and design policy.