With so much to do and with so little time, moving offices can often become a strenuous and challenging activity. Provided below is a checklist that can help make office moves much easier.
Identify everything that must be done
Create a complete working budget
Make internal company decisions
Area being considered
Type of building desired
Square feet needed
Budget limits
Utilize modular furniture?
Replace any case goods furniture?
Determine office sizes & who gets one
Make changes/upgrades to office systems
Telephone system
Computers and networking
Copiers/Printers/Fax machines. Postage meters, etc.
Establish requirements for archiving/warehousing (off site)
Hire a tenant rep broker
Hire an architect/interior designer
Create working floor plan drafts
Provide HVAC requirements for all equipment
Provide electrical requirements for all equipment
Decide on standard cabling outlet configuration (Voice and Data)
Select space
Negotiate lease terms
Negotiate work letter (TI allowance)
Sign lease
Give notice to old landlord
Hire Trades people
Cabling
Telephone system (replace it or move it)
Order new phone/data service (POTS, T-1, ISDN, DSL)
Network (upgrade it, back it up, prepare to move it)
Security system
Modular furniture (replace it or move it)
Furniture movers
Document destructors
New janitorial service
Plant watering service
Manage construction project
Hire General contractor
Hire Project manager?
Hire MEP engineer
Get drawings approved for permit
Obtain building permits
Change address & phone numbers
Order new stationery and business cards
Order new signs
Paint company vehicles
Change vehicle registration?
Change website to reflect new address/phone numbers
Revise advertising
Revise yellow pages listing
Notify post office
Throw away junk and archive old files
Warehouse un-needed equipment and files
Communicate
Memos to employees
Letter to customers
Notify bank and accountant
Notify insurance agent
Notify vendors and suppliers
Packing prep
Order and distribute boxes
Rent crates (if applicable)
Order and distribute packing materials
Order and distribute labels and markers
Provide clear instructions for packing
Determine who will pack filing cabinets, supply cabinets
Determine who will pack common areas (reception, pantry, library, etc.)
Make arrangements to have live plants moved
Make arrangements to move framed pictures and any special artwork
Move management prep
Take complete inventory
Document network log-ins, access, print spooling, etc.
Perform complete backup of network
Perform complete backup of telephone system
Document telephone extension, pooling groups, etc.
Select department coordinators
Create packing/labeling guidelines
Arrange to have PCs packed/moved
Determinate who will work on move weekend
Arrange for packing/moving of copiers
Arrange for disassembly/reassembly of modular furniture
Arrange to pack/move networking equipment and servers
Arrange to prep/move telephone system
Arrange for elevator access (both sites)
Schedule parking and unloading at new site
Obtain any special moving/parking permits
Determine building restrictions for move hours
Arrange for protection of floors, walls and elevators
Clean up/demo old site
Remove old cabling?
Arrange for special trash pickup
Perform final cleaning?
Update
Service agreements
Business Licenses
Insurance
Sales & Use certificates
Equipment leases
Mandatory HR postings