Office Move Checklist

You have just finalized terms on a lease for a new location, now it is time to plan and executing the relocation of your offices. Relocating your office is a huge task for any business. Many companies are unfamiliar with how to prepare for an office move, and the bigger the business or corporation, the more complex the task can be. The major goal in a business move is to be as cost and time-efficient as possible and it is very critical to appropriate the correct amount of time and planning for the move process.

One of the most important parts of relocating a corporation is to plan everything out well ahead of time to minimize downtime and get your people back to running your business as quickly as possible. A professional relocation company will assist you with much of the logistical planning of the physical move, but much more planning is required on behalf of your business in order to make the process as smooth as possible:

Physical Planning Overview –

o Obtain a floor plan of your current workplace layout
o Obtain a floor plan of your new workplace location
o Create a planned furnishings orientation / workplace layout
o Determine location of office equipment (i.e. printers and fax machines)
o Begin comparing bid prices for move budget – hire a mover
o Evaluate new location logistics to determine if there are concerns, freight elevators, loading doc etc limitations for movers

Office Move Teams –

o Identify co-workers to be team members on project team o Have a backup team member for anyone which will not be available o Review all layout plans and jack locations for all pc’s, phones, printers etc with team leaders
o Create an plan for every team member and vender as required

Labeling For Move Day –

o All office items to be included in the move should be labeled with an identification number assigned to the new office space Color code labels for items belonging in data rooms or other common areas. Each color should match a unique common location at the new office. At the new office location the color should be clearly present on the door or on the wall next to the door for easier unpacking. o  Place each color on the building layout diagram you have created
o  Ensure all team members area up to speed on the color coding
o  Work with your move project coordinator for a labeling and color coding theme

Equipment

o  Determine what moves and what ought to be sold-out or liquidated
o  Identify any new office equipment that could be needed
o  Have a physical backup for all IT servers
o  Have spare cables and other elements on hand
o  You should not transport the backup media within the moving truck. Carry that by hand and if possible have 2 copies in 2 separate locations.

Meetings and Communication

o Create a contact list for day of the move and include all key personnel, vendors, etc. on this sheet. Provide duplicates of this contact list to all team leads.
o  A local employee contact person ought to be known and on-the-scene for deliveries or vender access to new location
o  Create a phone contact list of all of the numbers being ported over. Use this list to test calls are available in to the proper locations additionally to creating certain calls will go out successfully.
o  Have a team meeting and confirm time lines are being met and roles and responsibilities area unit understood. Ensure everybody is aware of who to contact if there is an issue.
o  Update all important data with workplace security systems and suppliers.
o  Have users back up their important files to the network or to disks before the office move.

POST-MOVE

o Test your new telephone system (Calls and Voicemail)
o Distribute the new phone list and map showing the locations of each department
o Install and test all pc and network connectivity (Internet / Email)
o Do a detailed walk-through of the new office and report any damage to moving company
o Transfer your insurance to the new facility. Obtain Certificates of Insurance from your insurance company
o Confirm termination of old lease contracts
o Collect security cards, parking passes, and keys for the old office facility. Confirm the return of any deposits held by the landlord for these items
o Complete and file all warranty information for all new office furniture and equipment
o Update fixed asset accounting systems for any new office furniture and equipment purchased
o Confirm the change-of-address corrections made for the new location
o Schedule press release and client announcement for your office move

 

 

 

Office Relocation Checklist

You have finalized a lease for a new office location, now it is time to plan and execute the move of your offices. Relocating your office is a huge task for many organization. Many businesses are unfamiliar with exactly how to prepare for a business move, and the bigger the business or corporation, the more complex the task can be. The major goal in an office move is to be cost and time-efficient and it is crucial to appropriate the proper amount of time and planning for the entire process.

The most vital part of moving a business is to plan everything out well in advance to minimize downtime and get your employees back up and running your business as quickly as possible. Most moving companies will assist you with much of the logistics and planning of the physical move, but there is much more planning that is required on behalf of your business in order to make the process as smooth as possible.

Office Relocation Checklist

PRE-MOVE GENERAL:

  • Notify the present landlord of your termination date
  • Advise employees of date and location of your office move
  • Solicit RFP’s, interview and engage moving companies
  • Create a master change-of-address list
  • Reserve loading docks and elevators for moving day
  • Bid and award your moving contract
  • Bid and award telephone and computer cabling contract
  • Inventory existing office furniture
  • Color Code office furniture and equipment on a color-coded floor plan
  • Audit All Keys
  • Order any needed New Office Furniture and Equipment
  • Order new stationery
  • Submit your change-of-address forms Check your insurance coverage for the move
  • Request all required permits or licenses like Certificate of Occupancy
  • Advise suppliers of your new address
  • Mail moving notices
    • Photocopiers
    • Banks and financial institutions
    • Clients and customers
    • Professional organizations
    • Insurance companies
    • Accounts receivable and payable
    • Credit accounts and credit cards
    • Newspaper and magazine subscriptions
    • Telephone company and internet service provider
    • Prospects and special services
  • Hold a meeting at new location three weeks prior to your office move. Bring in all parties involved (design/ construction / mover / cabling company / information technology specialist) to ensure all of the details are covered and all responsibilities are clear
  • Change your locks and access codes on the new premises
  • Setup your new security procedures
  • Update the lobby directory of the new location
  • Setup for a post-move cleaning

PRE- OFFICE MOVE INTERNAL

  • Organize a “staff relocation committee” and delegate out responsibilities
  • Finalize a new office layout at each new location
  • Prepare labels for office furniture and boxes to new locations
  • Assign move leads or supervisors in each department
  • Schedule a clean-up program
  • Create a master relocation project schedule
  • Setup off-site storage of old files
  • Pack contents of all desks and file cabinets, make sure everything is properly labeled
  • Arrange for employees to tour new location a few weeks prior to move
  • Schedule post-move training for security, fire, and life safety procedures at the new location
  • Distribute access cards and keys for the new location

MOVING DAY

  • Arrange to have the air conditioning on during the move
  • Remove computer equipment (server) and phone system prior to arrival of movers and commence reinstallation at new site
  • Draft an emergency contact list for vendors such as elevator maintenance, building management, utilities, telecommunications and moving company

POST-MOVE

  • Make sure the telephone services are working.
  • Distribute a new phone list and a map showing the locations of each department
  • Make sure all the computers are working (Printing, Email, and Internet)
  • Do a detailed walk-through of the new location and report any damage to the moving company
  • Transfer your insurance to the new facility. Obtain a Certificates of Insurance from your insurance company
  • Confirm termination of old leases
  • Collect parking passes, security cards and keys for the old facility. Confirm the return of any deposits held by the landlord for these items
  • Audit final invoices against contracts
  • Complete and file all warranty information for all new furniture and equipment
  • Update fixed asset accounting system for any new furniture and equipment purchased
  • Confirm the change-of-address corrections made
  • Schedule press release and client announcement

Office relocating is not an simple or easy task. In relocation, there are plenty of things should be have to take care. And stress is also increasing on this kinds of situation. So be a calm as possible and do step by step and as per planning.  Call Clear Choice Office Solutions today, we are Houston’s most reliable moving companies.