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Office move checklist
Office move checklist
An office move need not be full of hassles and complications. With careful planning, your move can go as smoothly as possible. This checklist is a great resource to get you started.
4 to 8 months before your office move
Move coordinator Choose a capable person to coordinate this move. A capable project manager would be a good choice.Master list of tasks Create a master list of all tasks related to your office move. This checklist should give you a good start.
Set a budget On state budget has been set, your move coordinator will be able to prioritize one expense versus another.
Major tenant improvements Assuming you know the location to which you will move, identify any improvements needed for your new work spaces. If renting, have your new landlord make these improvements. If purchasing your new location, line up contractors to make these improvements.
Decide on your move day Consider all factors related to your move. Create a list of possible move dates and make the decision along with upper-level management.
Design and layout Decide on the design and layout for your new work spaces. If aesthetics is important to your company, consult with an interior designer about your new space.
New phone lines If you cannot retain the same phone numbers, order new phone numbers for your location.
Obtain necessary permits You'll need to obtain the necessary business permits at your new location. Ensure both state and local permits are obtained.
Communicate with employees At the earliest possible time, let your employees know the details of your impending move. Doing so will eliminate the rumors that can plague an office.
Get office moving quotes If your office will be employing an office moving company, secure moving quotes from as many moving companies as possible. You'll be surprised at the different rates and services available.
2 to 4 Months before your office move
Movers and moving company Now is the time to hire your office movers or an office moving company to ensure they have availability for your move date.Order signage Orders manage for your new location, Since it can take many months to create and install signage.
Order utilities To ensure all utilities will be available once you have moved your new office. Utilities include electric, water, sewer and heating.
Server colocation Your IT team will need to prepare for moving your server from one location to another. If server downtime is an issue, you may need to temporarily host your server at a third location.
Commercial cleaning service Cleaning up your former office space is a huge task. It will likely be money well spent to hire a commercial cleaning service.
1 month before your office move
Contact your new landlord Keep in contact with your new landlord to inform them on the status of your move. Close coordination will ensure nothing is missed with your move.Inventory and label furnishings and equipment Create an inventory of all furnishings, computers, desks, chairs and other office equipment. Adhere a label to all these items.
Moving crates and cartons Obtain moving crates, cartons and boxes for your move. These may likely have been part of a package deal with your moving company.
New phone system If you're installing a new phone system at the new location, it's best to install this prior to your move since the level of effort to do so is big.
Stationary and business cards You'll need to order change of address labels, new stationary, business cards and anything else which displays your new address.
Change of address Contact the post office to fill out a change of address form. Have all employees contact business associates and other companies to inform them of the new contact information.
1 week before your office move
Avoid important meetings If possible, schedule important meetings for the previous week or the next week. Doing so will free up your workforce for all the tasks involved with this impending move.Computer backups Have your IT department employees back up any essential computer programs and files.
Building inspection Meet with your new landlord to inspect your new office space. Make sure to reserve the freight elevator and loading docks.
Key cards Distribute new key cards, keys and other vital office information to managers and employees.
The day of your office move
The employees Since having employees around can impede the progress of moving, schedule offsite training for your employees or give them the day off.Oversee the move The moving manager needs to be around to make decisions related to the move.
After your office move
Oversee office cleaning Ensure your prior offices cleaned properly. Review the property with your former landlord to make sure cleanliness meets both of your expectations.
Old key cards Collects old keys, key cards and anything else which needs to be return to the previous landlord.
Signage at the old location To want only the sinecure prior location performing any visitors were you are now located.
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