the office relocation planning website

Office Move Checklist for 2021

Office Relocation Checklist for 2021

HelpMovingOffice.com

September 13, 2021

By Larry Dillon

Plan your entire office move from start to finish with this definitive Office Move Checklist. It guides you through each step of the planning process and is loaded with top tips for a successful relocation – from the planning and preparation, right through to the actual move-in day and beyond. Also one of the most time cunsuming tasks is finding qualified service providers, check out our servies providers section to find the best movers, telecom, IT services, Office Furniture Companies and much more in your area.  Click the link here for our service providres page. https://www.helpmovingoffice.com/directory

Reasons for Moving

 

It is important that you always have the key strategic & operational reasons for moving at the forefront of your mind throughout the office relocation process. 

 

* Lease event (lease expiry / break option) * Expansion /contraction /merger /acquisition * Change of business location  * Business requirement to reduce overheads * Desire to be nearer to your customers * Change in working practices / increase in productivity    

Exit Strategy

 

It is vital that you EXIT your current  property in accordance with the terms of your lease. Failure to do so correctly might result in punitive financial penalties. 

 

* When does your current lease expire?

* Is there a “break clause”?

* What notice period do you have to give?

* How do you need to serve notice? 

 

Key Dates

 

There will be certain key dates that will drive your office move. Make sure you know them—and stay on top of them. 

 

* End date of current lease

* Date by which termination needs to be given

* Target date to be in new office

Do you have a vaccination policy for the new office?

These are the big decisions that must be agreed as the start point in carrying out the move. They can then be 

given to the Project Leader to start the detailed planning. 

1. Has senior management approved the move?

2. What are you doing: moving to smaller, bigger, cheaper, better offices?

3. Where do you want to move to?

4.  When do you want to be in your new office?

5.  How much is the budget for the entire office move process?

6. Who, internally, is responsible for the move?

THE BIG DECISIONS THAT NEED TO BE MADE EARLY

 

 

It is essential you have buy-in from  Senior Management in your  company on the decision to move office. This will help to avoid  conflict further down the line.

TOP TIP:

 

 

Agree that the Office Move is  happening and appoint an internal Project Leader to oversee the  entire Office Relocation. 

You will need a detailed timetable which will ensure that all aspects of your move dovetail appropriately – and  

ensure your move stays on track. Each task will need a lead time and completion date. Some timeline

considerations should include:

 When you want to move

 Co-ordination between current and new lease

 Discussion with Office Relocation Service Providers to determine your requirements

 Lead times and completion dates for all elements of the project

 When you should start the move 

 When you must be operational in the new office

 Review of timescales with all Office Relocation Service Providers

 Revise timetable as required 

PREPARE A MOVING OFFICE TIMETABLE

There's a lot to do and you are  recommended to start your office move process as early as possible to give yourself the best chance of a successful outcome. 

TOP TIP:

Even though you will have an estimated budget for the move, you will need  to produce a detailed Moving Office

Budget for approval by your Senior Management.  You will need to consider: 

 Office Rent, Real Estate Taxes, Maintenance & Insurance

 Security deposit on new property

 Advisory fees for Office Relocation Service Providers & Office Movers 

 Office design & build out of new office

 Furniture & other office equipment

 IT & Telecoms systems

 Any repairs on existing office

 HR costs - recruitment, redundancy, relocation 

 Updating stationery, business cards, website & marketing collateral 

PREPARE A MOVING OFFICE BUDGET 

 

 

Get 3 quotes from all Office  Relocation Service Providers. This will enable you to negotiate the most appropriate fee structure that meets your budget & get best value for money. 

TOP TIP:

It is a good idea to create an Office Relocation Team under a Project Leader.   Some points to consider include: 

 Appoint an Office Relocation Project Leader

 Include a representative from each major department

 Hold regular planning meetings with your Project Team

 Set up review meetings with your external Office Relocation Service Providers 

 Involve your staff and keep them regularly informed on the progress

CREATE AN OFFICE RELOCATION PROJECT TEAM

 

 

 

Choosing a Project Leader: ensure they have enough time to devote to the project, are good organizers of people & processes and senior enough to make decisions.

TOP TIP:

Find out who, both internally & externally, needs to be part of your Office Move Team. 

 

The correct selection of your new office will have a positive impact on your business so the key to this is to choose

a good Tenant Representative Broker.  You will need to brief them on: 

 Size of office required

 Length and type of lease required

 Your preferred location

 Type of building sought

 Your total budget for office space

 Parking lot requirements

 Timescale of office move

SELECTION OF NEW OFFICE SPACE 

 

Companies that use Tenant  Representative Brokers pay less for their office space.

Working with the right General Contractor will ensure that the  design & space plan of your new office has a 

positive impact on your company’s productivity, culture & it’s profitability.  

Considerations for your Office Floor Plan include: 

 The space available against your requirement for offices & open plan space

 Size & location of reception, board & meeting rooms, store rooms, kitchen & rest rooms

 Location of staff workstations

 Location for common IT equipment (printers, copiers, faxes, postage meters etc.)

 Build out required - walls, partitioning, storage, 

 Refurbishment required - painting, flooring, blinds, lighting & ventilation

 Place workers in near proximity who frequently collaborate on projects

 Be sure to plan for adequate storage and equipment areas to avoid clutter & safety hazards

NEW OFFICE FLOOR PLAN - SPACE PLANNING

 

Think flexibility! Incorporate enough flexibility in your new office floor plan to accommodate future contraction / retraction or consolidation.

 

Office furniture is an important aspect in assuring a favorable working environment for your staff. It should give

the right impression to clients and staff, be comfortable, practical and in keeping with the overall office design.

 Decide on your furniture requirements for your new office

 Utilize modular furniture

 Will you utilize existing furniture or do you require new?

 If new furniture is required should you buy or lease?

 Schedule date for delivery of new furniture

 Consider how you can (profitably) dispose of any unwanted furniture

 Discuss ergonomic needs with HR and your staff

OFFICE FURNITURE 

Try to use “modular furniture” as this will allow for different  configurations and provide  flexibility for growth/contraction and offers many space saving  solutions .

TOP TIP:

Decide on what office furniture you can re-use, what you can  recycle and what items need to be bought new. ACTION:

 

Working with an IT & Telecoms Relocation Company ensures your IT equipment and phone systems are 

transferred, assembled and fully functional in the new office with no disruption to business operations. 

 Inventory all your requirements for telephones, computers, faxes, copiers etc. 

 What is coming from old office & what will be bought new?

 Create a configuration plan for telephone systems & computers

 Decide on standard cabling outlet configuration (Voice & Data) 

 Identify where power cables are required

 Consider best location for workstations

 Create a Business Continuity Plan in the event of a disaster or delay

 Discuss all of the above with your internal IT team and/or your IT/Communications vendor 

 Agree: overall requirement, hardware, software, licenses, networks, cabling, power cables, installation & testing

IT & TELECOMS CONSIDERATIONS

Remember that you will have to fulfil the continuity needs of your staff & customers and maintain connectivity throughout the office move process.

TOP TIP:

You will need to create an  installation plan for the following: 

 Cabling  Telephone Systems  Data Points  Computers, Servers &  Networks

 

It will be important to keep a whole host of external people informed of your move - what’s going on and what the time scale is. 

 Use the move to remind your customers what a great job you do for them

 Notify customers of your change of address & outline the positive reasons for the move 

 Consider personally telephoning your key customers and letting them know it will be "business as usual"

 Letters to the bank, insurance companies, government agencies, 

 Notify all office suppliers & vendors 

 Arrange for mail to be forwarded to new address

 Inform all utility vendors at least 2-3 weeks in advance of your move date

NOTIFICATION

Make your office move the center of a marketing & PR campaign and  create a splash in local press and promote the move positively.   It works!

 

You should use a professional Office Moving Company in order to relocate your business quickly & efficiently and make sure you are ready to go on that first morning in your new office. 

 Engage an Office Moving Company 

 Order crates & packaging

 Make copies of the new floor plan available for the Office Moving Company 

 Have labels for all furniture & equipment to match the new floor plan

 Consider color-coding all furniture, boxes, crates & equipment

 Make an occupation plan for the new office (who goes where & who gets what) 

 Agree how the overlap of the two offices is going to work

 Prepare a rotation for who will be where & when (ensure everyone has a copy which includes their cell phones)

 Clean up "old" office, make good any damages and hand over outgoing property to landlord on exit 

HIRING YOUR OFFICE MOVING COMPANY

 

Always hire a Moving Company that specializes in office moves.

 

These are things to think about for when you get to your new office in order to facilitate the smooth transfer from

one office to another. 

 You will need a Test Plan to check: phones, computers, networks, servers & all electric equipment

 Contact the local police traffic unit and make temporary parking arrangements to keep entrances clear  during move

 Check for condition of new offices on arrival (take photographs to validate move-in condition)

 Have a representative from each department on location during the move to ensure everything finds its right home 

 Ensure that the Office Relocation Project Leader signs off on each part of the move

 Set up a “lost & found” area at both sites

 Keep a supply of refreshments available on both sites 

 Distribute access cards and keys to all staff

MATTERS ON ARRIVAL

Security & safety should be  prioritized so insist everyone is aware of alarm procedures and is vigilant to any suspicious activity.

 

There are still some important tasks to tick-off before you can finally say “job done”!

 Conduct a thorough site inspection of the new office 

 Use the first day to troubleshoot any issues that may arise from user-testing and get your IT & Telecoms Company to rectify these issues 

 Identify any defects and follow these up with the Office Build Out Contractor

 Reconcile all vendor invoices against their quotes - and identify & resolve any discrepancies

 Hold an internal and external launch party to showcase your new offices to clients and boost staff morale

 Implement any training on new IT and/or phone systems

AFTER THE OFFICE MOVE

An office move is the perfect time to consider new solutions and  review and/or switch office  vendors to make sure you get the best cost package & service that suits your new requirements.

TOP TIP:

Hold an internal meeting with Team Leaders to check-in with how staff are acclimatizing to their new workplace and review positive (or negative) feedback.

What is your Covid 19 protocol?  How will you keep your office safe for all employees?  Should employees be spread out more?  Should you adapt a hybrid work at home policy? Half of your employees work from the office Monday and Wednesday the other half work Tuesday and Thursday?  Consult with an environmental consultant to discuss these issues

 

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