Move Checklist
Checklist and Tips for a Successful Move
Moving can be stressful. The key to a successful move is careful planning. Below is a checklist to assist you in moving your offices to a new space.
4 to 12 Months Prior to Moving Day
Plan the major decisions that will shape the rest of the moving process.
- Choose a real estate broker
- Find new space and sign the lease
- Meet with the building manager
- Set the budget
- Decide on the layout of the new location
- Identify major tenant improvement needs
- Start choosing contractors
- Obtain necessary permits
- Create a master checklist of tasks
- Choose a move coordinator
- Order new phone and fax numbers
- Communicate to employees
- Choose the move day
2 to 4 Months Prior to Moving Day
Start furnishing and equipping your new office including: (voice and data services).
Logistics
- Hire movers
- Order signage for new location
- Hire commercial cleaning service
- Order change of address labels
Telecom and IT
- Order Internet access
- Evaluate and upgrade your phone services
- Order additional phone lines
- Order long distance service or VoIP services
- Evaluate server room needs
Furnishings
- Design office space and layout
- Order furniture systems
- Order desks
- Order chairs
1 to 2 Months Prior to Moving Day
Begin preparing your staff, customers, and suppliers for your change of address. Purchasing will center on equipment and services for the new office.
Logistics
- Assign office space
- Get rid of the junk
- Send change of address to all vendors
- Send change of address to all customers
- Update your web site
Office Equipment and Services
- Get insurance quotes for new space
- Arrange for copier move or buy new equipment
- Order monitored alarm system
- Order closed circuit television
- Order keys, access cards
- Arrange for office coffee service
- Order vending machines
- Order checks and update financial records
1 Month Prior to Moving Day
Keep in constant touch with your new landlord or building management and let them know about your plans.
Preparing Existing Equipment and Supplies
- Inventory existing computers
- Inventory and tag existing furniture
- Store property that will not be moved
- Obtain moving crates/cartons
- Pack up common areas
- Tag all wall items and move to central location
Preparing the New Office
- Build out new office
- Install systems furniture
- Install phone services
- Assign new phone numbers, extensions
- Order utilities
Other Tasks
- Notify Post Office of change of address
- Order new stationery
Last Week Prior to Moving Day
Keep things as simple as possible this week by having your key executives and sales staff avoid scheduling important client meetings and hiring new employees.
Getting Ready to Leave the Old Office
- Pack up desks, personal spaces
- Back up computers
- Take down systems furniture
- Empty, defrost and clean refrigerator
Final Prep for the New Office
- Map out the new location and label everything appropriately
- Inspect the new building
- Reserve freight elevators and loading docks
- Distribute new keys, cards
Moving Day and Days Afterwards
Make sure all services and contracts that are not being moved over to new location have been cancelled.
- Post coded signs in new office for movers
- Protect main moving paths
- Move plants
- Set up a “Lost and Found”
- Clean out old office
- Collect old keys and cards
- Replace office art
- Periodically visit old office to pick up mail
- Schedule physical security if needed
- Schedule phone refresher training
