Use this checklist to get organized before the move to the new office.
4 To 6 Months Before Moving Day
- create a master checklist of tasks
- choose a move coordinator
- choose a real estate broker
- meet with the building manager
- decide on the layout of the new location
- set your moving budget
- choose the move day
- communicate general moving plans to employees
- identify major tenant improvement needs
- start choosing contractors
- obtain necessary permits
- order new phone and fax numbers
At Least 2 To 4 Months Before Moving Day
- hire movers
- order signage for new location
- hire commercial cleaning service
- order change of address labels
- order Internet access
- evaluate and upgrade your phone system
- order additional phone lines
- order long distance or VoIP service
- evaluate server room needs
- design office space and layout
- order systems furniture, desks, and chairs
Between 1 And 2 Months Before Moving Day
- assign office space to employees
- get rid of the junk and clear out the clutter
- send change of address to vendors and customers
- update your web site
- get insurance quotes for new space
- arrange for copier move or buy new equipment
- order monitored alarm system and closed circuit TV
- order keys and access cards
- arrange for office coffee service
- order vending machines
- order checks and update financial records
- build out new office
Month Before Moving Day
- inventory existing computers
- inventory and tag existing furniture
- store property that will not be moved
- obtain moving crates and cartons
- pack up common areas
- tag all wall items and move to central location
- install systems furniture
- install phone system
- assign new phone numbers, extensions
- order utilities
- notify Post Office of change of address
- order new stationery
One Week Before Moving Day
- map out the new location
- pack up desks, personal spaces
- take down systems furniture
- label all packed items according to new location
- back up computers
- empty, defrost, and clean refrigerator
- inspect the new building
- reserve freight elevators and loading docks
- distribute new keys, cards
- don’t schedule important client meetings and new hires
- contact clients and warn them you may be unavailable at times
- finish any last-minute tasks
- assign staff to help guide movers to the right spots and provide oversight
The Day Of The Move
- keep most employees out of both offices
- provide food for the movers and staff who are helping
- 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, cards
- re-hang office art
- have a welcome breakfast on the first work day in the new space
from OnlineOrganizing.com