Know the Steps
in Your Office Move

Office Moving Checklist

Like any complex process, office moves benefit from organized planning that breaks the process down into manageable parts or stages. Use this simplified office move checklist to keep your business relocation organized and on track.

Office Moving Checklist

Office Moving Checklist

Project development and space selection

  • Determine a timeframe and high-level project schedule
  • Conduct an employee census and occupancy review
  • Conduct a site survey and facility review of current and proposed locations
  • Determine desired square footage
  • Create a floor plan for your new space that identifies workstations, equipment centers, offices, conference rooms, fixtures and other support spaces
  • Hire an architect if needed for new construction, upgrades and/or build-outs
  • Create a move budget

Technology

  • Conduct complete IT infrastructure assessment of current and proposed locations
  • Inventory all IT assets
  • Evaluate current cabling and network industry best practices
  • Review pending IT upgrades for potential project consolidation
  • Identify critical business and support applications
  • Evaluate network downtime options versus redundant hardware and applications during cut over
  • Develop desktop relocation support strategy and resources
  • Establish power, AC, ventilation, network and equipment positioning requirements

Furniture selection

  • Develop furniture selection criteria and specifications
  • Update or develop complete furniture inventory
  • Consider your furniture options:
    • Sell/decommission old furniture
    • Purchase refurbished options
    • Purchase new furniture
    • Repurpose existing furniture
    • Resuse your existing furniture

Telephones

  • Evaluate using new or existing phone system
  • Order new telephone numbers from phone company and/or transfer existing numbers
  • Order new phone/data service (POTS, T-1, ISDN, DSL) if needed

Security

  • Establish a list of employee access levels 
  • Identify specialty areas needing additional security
  • Identify areas needing additional fire suppression
  • Determine the type of monitoring required for employees and facility
  • Select new or transfer existing vendor for monitoring security system
  • Maintain security plan in vacated space until turnover

Communication

Establish an internal communication plan for employees:

  • New building rules
  • Parking procedures
  • Move dates
  • Move and packing procedures
  • Network outage and contingency plan
  • Revised telephone and fax numbers
  • Required HR postings

Establish an external communication plan for customers, suppliers, service/utility providers and other pertinent vendors (e.g. accountant, attorney, insurance agent, etc.) such as:

  • Change address and phone number
  • Order new stationery and business cards
  • Order new signage
  • Update company vehicle signage
  • Change vehicle registration
  • Change website to reflect new address/phone numbers
  • Notify post office
  • Revise advertising (including Yellow Pages and other directories)

Document management

  • Determine off-site storage needs
  • Determine on-site storage needs
  • Update filing requirements for employees
  • Assign filing space for departments
  • Schedule recurring document destruction days with vendor
  • Dispose of or archive old files (consider sensitive documents)

Move preparation

  • Select department move coordinators
  • Determine building restrictions for move hours
  • Schedule elevator access at both origin and destination
  • Schedule parking and unloading at new site
  • Obtain any special moving and/or parking permits
  • Identify a member of your IT staff to be on site during the disconnect and reconnect of servers and data centers or consider outside support
  • Arrange to have the following sensitive items packed and moved:
    • Computers
    • Telephone equipment
    • Networking equipment and servers
  • Establish seating assignments
  • Determine packing needs for employees
  • Determine common area packing requirements
  • Develop plan for protection of confidential information
  • Establish a packing schedule; determine what can be packed in advance and what areas are packed last so your business can continue to operate as efficiently as possible with the least amount of interruption
  • Establish and communicate packing/labeling guidelines; if you use a professional mover, custom packing instructions and labels should be provided
  • Obtain packing supplies; be sure to ask the moving company about crate rental versus corrugated material to save time and money and have less impact on the environment
  • Ensure boxes are properly packed and labeled with office location, importance and content
  • Arrange for protection of floors, walls and elevators

Vendors to consider hiring

  • Review your office vendor checklist
  • Moving
  • Furniture installation/reconfiguration
  • Architectural
  • Cabling
  • Telephone/data
  • Network (upgrade, back up, prepare for move)
  • Security system
  • Secure document destruction and removal
  • Janitorial
  • Plant watering
  • Vending
  • Courier

Hopefully this office relocation checklist, similar to the tools used by our business movers, will get you started on planning or executing your next move. Feel free to contact us if you’d like to hear more about our process or talk about how we can help.

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