Office Moving Center

Office Move

Careful planning is the key to a successful move. BuyerZone's Office Moving Checklist reflects the advice from many moving experts.



4 - 12 Months before Moving Day

Overview

While the 4 – 12 months before your move may seem busy, you’ll look back on them longingly once you get closer to your move. If you’re thinking that 12 months is a little early to be starting these tasks, you’re right — but that doesn’t mean you shouldn’t do it. Even though nothing is urgent at this stage, the more you get done now, the less you’ll have to worry about during those last hectic months.

The emphasis at this point should be on planning the major decisions that will shape the rest of the moving process: layout and construction in the new space, identifying new equipment purchases needed, scheduling and setting budgets, and defining responsibilities.

  • 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 budget
  • Choose the move day
  • Communicate to employees
  • Identify major tenant improvement needs
  • Start choosing contractors
  • Obtain necessary permits
  • Order new phone and fax numbers
2-4 Months before Moving Day

Now that you have most of the major decisions made, it’s time to start furnishing and equipping your new office. That includes getting a start on telecom and networking projects, such as server rooms, telephone systems, and cabling.

Logistical

Telecom and IT

Furnishings

1-2 Months before Moving Day

As the move approaches, your focus should begin to shift to preparing your staff, customers, and suppliers for your change of address. Purchasing in these last few months will center around 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

1 Month before Moving Day

At this point, you should have a roster of employees and vendors lined up for your move. Keep in constant touch with your new landlord or building management: the more they know about your plans, the more they’ll be able to help you avoid any last-minute snafus.

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 system
  • Assign new phone numbers, extensions
  • Order utilities

Other tasks

  • Notify Post Office of change of address
  • Order new stationery
Last week before Moving Day

Keep things as simple as possible this week. Avoid scheduling important client meetings and hiring new employees; have salespeople or account managers contact their biggest clients and warn them that you may be unavailable at times. Most of this week will be focused on preparing to move: packing, labeling, and finishing last-minute tasks.

Getting ready to leave the old office

  • 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 afterwards

Moving day belongs to the movers and the move managers: keep most employees out of both offices. All they can do is complicate the move — or get themselves hurt. Only the employees specifically chosen to help guide movers to the right spots and provide oversight should even be on the premises. Other employees may be curious, they may want to help, or they may simply want to catch up on their work — use strong enough language that they know they are forbidden from coming in on move day.

Little touches can make a big difference on moving day: provide some food for the movers and your staff who are helping. A pile of pizzas at lunch can boost everybody’s morale and help get the rest of the job done. Also consider a welcome breakfast on the first work day in the new space. It’s a good way to thank your employees for their patience, as well as to help familiarize them with the new office.

Moving day essentials

  • Post coded signs in new office for movers
  • Protect main moving paths
  • Move plants
  • Set up a "Lost and Found"
  • Clean out old office

After the fact
  • Collect old keys, cards
  • Replace office art
  • Periodically visit old office to pick up mail
  • Schedule security, phone training

Armed with this checklist and a focus on communication, you should be able to guide your company through an office move with a minimum of disruption. Good luck!

- The BuyerZone.com team

P.S. Tell us how your move planning is going and whether this list helped you by sending us an email at moving@buyerzone.com

 Moving Checklist

Everything you need to do and plan for in one handy checklist.

Get the full 10-page checklist with tips and hints in PDF format.

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