Best Business Office Move Checklist
3 or so months before the move, don’t panic. Do Breathe!
❑ Establish a preliminary relocation budget and assess all office supplies on hand now.
Some links listed below move Planning
❑ Coordinate moving of servers with your IT provider or support person.
Some links listed below IT Communications Planning
❑ Contact us at www.acdtele.com
❑ Contact your telephone provider to get new numbers or relocate existing.
❑ COMCAST https://my.xfinity.com/?cid=cust
❑ TelePacific Communications https://www.tpx.com/news-item/telepacific-becomes-tpx-communications/
Some links listed below PHONE Company planning
❑ Determine if any equipment requires specialized or approved vendors to move it.
❑ Fax machine? ❑ Copier? ❑ Mailing Machine? ❑ Time card clocks?
❑Special key machines? ❑ Door Access?
❑ Security Alarms? ❑ Paging equipment?
❑ IF you do not have Security Cameras, now, consider installing them at least at the front door, and in your IT or secure areas.
❑ Check your existing lease for restoration requirements/ conditions for returning the current space to your landlord.
Check your original lease documents. Schedule a meeting with existing landlord to review these requirements.
❑ Contact your telecommunications/data provider to schedule a cut-over date.
❑ Reserve the building elevator (existing for move-out, new for move-in).
❑ Contact the building to confirm location logos and or signage, if any.
❑ Hire a signage vendor to plan, get approval for, and install new signage, if applicable.
❑ Order keys from the building ask them to duplicate three sets.
❑ Obtain a qualified mover by interviewing 2-4 companies, call references! Plan for delays if you are building out the new space.
2 to 3 Months Prior to Move
❑ Select a move committee.
❑ Order or redesign letterhead, business cards, forms, and other printed marketing materials.
❑ Coordinate updates to your website, email signatures, and any place else where your address appears so they can be implemented on the day of your move.
❑ Notify your clients of change of address.
❑ Contact the post office, your bank and vendors (coffee service, vending machines, etc.) for change of address.
❑ Contact the IRS, Franchise Tax Board, Secretary of State, and Employment Development Department for change of address.
❑ Notify your insurance carrier of change of address and new office requirements. Obtain certificates of insurance for the landlord, and any entities required by the lease.
2 Months Prior to Move
❑ Coordinate with IT on server move, desktop, and PBX timelines.
❑ Prepare floor plans/layouts, and verify COMMUNICATION AND DATA LOCATIONS
❑ UPDATE YOUR WEBSITE INFORMATION including your new location.
❑ Collect all furniture layout plans from employees for their new spaces.
❑ Develop a preliminary move schedule.
1 Month Prior to Move
❑ Discuss and agree on move insurance needs with your company.
❑ Find a way to send out a press releases to highlight new location, tell people where you are at, so they can find you!
❑ Coordinate with new site to add your listing to lobby directory.
❑ Develop a labeling/tagging scheme and assign move designations as needed.
❑ Make sure employees know their assigned designations and agree on it.
❑ Determine security procedures for the move, keep in mind security at the new location.
❑ Secure off-site storage location for old files.
2 Weeks Prior to Move
❑ Finalize move schedule, check everything!
❑ Prepare employee welcome packet for the new space (restrooms, gyms, break rooms, copy rooms, etc.).
❑ Establish channels for move team communication and protocol for change requests.
❑ Create list of emergency contacts, update cell phone numbers, and vendors that includes moving company, building management, utilities, telecommunications, etc.
❑ Schedule on-site help for move day.
❑ Identify a ‘Move Command Central’ for mover and employee inquiries.
❑ Select cleaning vendor for post-move.
❑ Schedule packing material and label delivery.
❑ Schedule any additional packing material and label delivery.
❑ Tag and label all items at the destination site using room numbers and equipment IDs, as needed.
❑ Distribute handouts to the employees and or email new contact lists for emergency/on-site/ on-call lists.
❑ Prep building for move – make sure you are following guidelines at the new building, including providing surface protection, corner guards, etc.
❑ Distribute new security ID cardkey entry badges and or clean up database to prevent fraud.
❑ Schedule training for all emergency procedures at new location if needed and talk about the building and how to be safe at all times!
❑ As close as possible to moving day – change locks and access codes at new location.
❑ Assign To and FROM move contacts.
❑ Coordinate On-site help to handle move related Issues and or last-minute power or connection problems.
❑ Complete job assessment and walkthrough each day of move to track progress, confirm the move is on schedule, (?) and identify any issues.
❑ Allocate new keys and/or access cards for new location.
❑ Distribute employee welcome packets at their new destinations.
❑ Dispatch appropriate team(s) for post-move set-up – hanging white boards, equipment fit up, etc.
❑ Collect all access items including security cards, keys and parking passes for old location and confirm return of deposits held by landlord for items.
❑ Survey for damage. TAKE PICTURES Prepare and submit reports.
❑ Prepare move punch list and action items.
❑ Coordinate with appropriate contractors to address all issues, and track to completion.
❑ Review final invoices against contracts.
If you did good, congratulate yourself, get some flowers for the office, and set up an employee luncheon, and invite your new neighbors! It's a great way to make new friends and get more customers!