Sample Office Move Action Plan
The key to a trouble free and smooth office move is careful planning. Many tasks need to be completed before the moving trucks turn up at your offices, and these tasks can be broken down over a 9-month period (longer if you have a larger business that's moving). Completing these tasks on time will avoid you getting overwhelmed - and will give you the best possible chance of a smooth and successful outcome.
9 months Prior
View a range of properties that match your real estate brief with a Tenant Rep Broker. Use the Office Space Checklist to help prioritize your requirements and rate each property. Communicate the office move to staff; explaining your reasons behind the move.
8 months Prior
Begin office lease negotiations on a shortlist of about 3-4 office properties. This will give your Tenant Rep Broker leverage to secure you the best deal.
7 months Prior
Get estimates from at least three office movers and select the one that provides the best service, understands your objectives and meets your budget. Source and brief an Office Design Company. Their work usually begins with a Workplace Appraisal of your existing office to assess how you work and internal communication.
6 months Prior
Sign off office design proposals and begin the more detailed aspects of design and build out such as color scheme, materials and new signage.
5 months Prior
Decide what office furniture items you are going to keep and what needs to be replaced. Review all IT equipment, servers, ISP and business phone systems. Assess whether they meet all your needs and allow your business to perform at its optimum level. Also whether you are on the right tariff and whether any cost savings can be made.
4 months Prior
Take a tour of your new office to assess what IT infrastructure needs installing. Use the IT Relocation Checklist to get your new office IT Ready before you move in. Order any new phone and ISDN lines. Make sure it is possible to keep your office phone number.
3 months Prior
Decide how you are going to announce your office move to clients, vendors and office suppliers. Use the Change of Address Checklist to ensure no one gets missed off. Complete a Mail Redirect Form so that mail can be redirected. Arrange for new letterheads and business cards to be printed with new address on.
2 months Prior
Make arrangements with your Office Moving Company for packing your belongings. Ask for some crates to be delivered early so that staff can pack their individual desk items. Contact utility companies to arrange shutting down and transfer of services to the new office.
1 month Prior
Give staff a tour of the new office once the build out has been completed and show them the new space layout. Arrange for all unwanted items to be recycled or sent to the garbage. Reconfirm packing details and schedule of move day with your moving company. Create an IT Test Plan so that all communication systems are set up correctly without disruption to business.
Moving office is a big responsibility and there are lots of tasks to complete. Use the comprehensive Office Move Checklist for a complete breakdown of everything you need to get done prior to relocation and execute a smooth office move.
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