Is your lease coming up in the next year or two, and perhaps you’re considering moving your office? Congratulations! You’re doing the smart thing by starting to think about it now.
Your Office Move Checklist (register with Helpmovingoffice.com today and download this checklist instantly)
BY Arrow Transfer
Time Before Move Task/Event
2 years Define business and space needs. Begin to compile costs in order to develop
2 years Contact commercial real estate agents, developers, architects - View or create
options for new space.
1.5 years Develop move committee - meet with committee - assess needs for new
interior - design/furniture.
1.5 years Obtain/review floor plan for current space. Decide what's working and what
needs to be improved.
1.5 years Work with planner or future leasing company to develop proposal for potential
1 year Begin looking at new spaces.
6 months Negotiate for new space.
6 months If large move, establish teams/team leads for different aspects.
(IT relocation, Office Furniture, Design, etc.)
6 months Create risk management plan - What could go wrong and how can we
prepare for it? - Include discussion of these concerns with any vendors.
6 months Create inventory of all office equipment, furniture, artwork, servers, PCs.
This will help you in discussions with movers and in case anything is missing
after the move.
6 months Obtain blueprint of new office space. This will help you to develop the space
and be useful when ordering furniture/copiers/printers.
6 months Determine placement of major items on your floor plan. Server room placement
is critical. Decide if back-up power is needed for server.
Server Room, computers, printers (community and personal), fax machines,
scanners, copiers, postal machines, shipping label machines, etc.
6 months Create proposed furniture orientation/layout using blueprint.
6 months Contact moving companies. Get estimates on move.
4 months Contact furniture companies for selection and pricing of any items needed -
Order furniture (some office furniture can take 16 weeks to receive).
4 months Send memo to staff regarding critical files - Devise plan for backing up all
critical files prior to move.
3 months Confirm location of all vital electronic files - create list.
3 months Review all "hard" files. Are all needed? Are all needed regularly?
Create list of what files can be destroyed, what can be stored off-site
and what needs to move and be readily available.
3 months Meet with IT staff or IT relocation vendor to discuss how files will be backed
up. Ensure you have a back-up plan in case vital computers or servers are harmed
Have IT staff or vendor do a "test restore" to ensure it will be effective if needed
after actual move.
3 months Determine any phone needs. Contact phone vendor.
Determine exactly where voice and data lines will be installed. Be sure the phone
service you currently use is available at your new location.
3 months Conduct on-site inspection. This allows for time to correct construction issues
prior to occupancy.
3 months Hire moving company. (Check BBB rating and references)
3 months Order carpeting
2 months Order new computers if needed. Find local supplier (new location) for office
supplies (paper, ink, pens, etc.)
2 months Order new business cards and stationary, envelopes with new contact
information for all who need them.
2 months Finalize details for phone system and Internet service
2 months Now that vendors have been chosen, reassess your risk management plan
2 months Company meeting. Review details of the move and what each employee will
be responsible for when the move occurs (e.g. - packing personal items).
2 months Create master list of all vendors now that they've been chosen. Verify all
contact numbers including cell phones for all sales reps.
2 months Confirm all installation and relocation dates with all vendors to ensure
everything is on schedule.
2 months Have all phone and computer wiring installed.
2 months Have IT department or outside IT vendor do final restore test to ensure
moving protocol is effective in case of emergency.
2 months Consider investing in back-up generator for new location. Consider cost of \
business interruption in case of emergency situations.
1 month Confirm carpeting order and shipment
1 month Meet with moving company to verify all details of the move and contact building
management to reserve elevators day of move. Make sure rep of moving
company has inspected new location, if they haven't already done so.
Mover should do final assessment of access to areas needed.
1 month Confirm all installation and relocation dates will all vendors.
1 month Make sure all employees have list of new address and phone numbers to
start sharing with customers/prospects.
10 days Ensure everything is lined up for the move date.
10 days Have carpet installed
10 days Send moving "agenda" to all employees. Verify current cell phone numbers
for any team leaders.
7 days Test new phone numbers/phones/Internet service at new location.
2 days Complete all packaging and labeling. Use a number system where each area
of the new location corresponds to a number. Be accurate!
2 days Visit new location. Make sure everything is ready for the movers to do their job.
Verify key employees involved with the move are prepared.
Train employees on any security procedures at new location as well as how
to use new phone system (if any).
1 day Have new computers and other machines delivered. Have employees do last
minute packing. Make certain all employees know where to go after the move.
Move day, Stand back and observe movers at old and new locations.
1 day after move Enjoy your new location!
Wherever you are in your office move process Help Moving Office has the information you need to plan your office move properly.Start Planning
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