the office relocation planning website

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

                               move budget.

 

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

                               new space.

 

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!

Planning an office move? Go the office relocation planning resource center

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