New Office Move Checklist

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3 + Months Before

  • Select a committee to be in charge of the move.

  • Establish a preliminary relocation budget. 

  • Determine whether the move warrants hiring a third-party move management consultant.

  • Coordinate moving of servers with your IT provider or support person.

  • Contact your telephone provider to get new numbers or relocate existing. Confirm your long distance carrier or consider other options. 

  • Determine if any equipment requires specialized or approved vendors to move it. This could include copiers, lab equipment, certain electronics or manufacturing equipment.

  • Check your existing lease for restoration requirements/ conditions for returning the current space to your landlord. Schedule a meeting with existing landlord to review these requirements.

  • Contact your telecommunications/data provider to schedule a cut-over date.

  • Reserve the building elevator (existing for move-out, new for move-in).

  • Order keys from the building.

  • Contact the building to confirm location of signage. Hire a signage vendor to plan, get approval for, and install new signage, if applicable.

  • Obtain a qualified mover by interviewing 2-4 companies, depending on the size of job.

  • Order new letterhead, business cards, forms, and other printed marketing materials. 

  • Coordinate updates to your website, email signatures, and any place else where your address appears so they can be implemented on the day of your move. 

  • Notify your clients of change of address.

  • Contact the post office, your bank and vendors (coffee service, vending machines, etc.) for change of address.

  • Contact the IRS, Franchise Tax Board, Secretary of State, and Employment Development Department for change of address.

  • Notify your insurance carrier of change of address and new office requirements. Obtain certificates of insurance for the landlord, and any entities required by the lease.

2 Months Prior to Move

  • Coordinate with IT on server move, desktop, and PBX timelines.

  • Assemble a move team with each department having a move liaison and schedule weekly coordination meetings.

  • Collect all furniture layout plans from employees for their new spaces.

  • Prepare a lab equipment ID matrix for all equipment being moved (if applicable). Coordinate with users to review special equipment installation/compatibility requirements.

  • Develop a preliminary move schedule.

1 Months Prior to Move 

  • Develop a labelling/tagging scheme and assign move numbers. Prepare floor plans/layouts.

  • Discuss and agree on move insurance needs with your company.

  • Create public relations campaign with press releases to highlight new location and/or office-warming party.

  • Coordinate with new site to add your listing to lobby directory.

  • Determine security procedures for the move.

  • Secure off-site storage location for old files.

  • Fine-tune move schedule.

2 Weeks Prior to Move 

  • Finalise move schedule.

  • Host employee move orientation meeting.

  • Schedule packing material and label delivery.

  • Prepare employee welcome packet for the new space (restrooms, gyms, break rooms, copy rooms, etc.).

  • Establish channels for move team communication and protocol for change requests.

  • Create list of emergency contacts, cell phone numbers, and vendors that includes moving company, building management, utilities, telecommunications, etc.

  • Schedule on-site help for move day.

  • Identify a ‘Move Command Central’ for mover and employee inquiries.

  • Select cleaning vendor for post-move.

Move Week

  • Schedule additional packing material and label delivery.

  • Tag and label destination site using room numbers and equipment IDs. 

  • Distribute contact lists for emergency/on-site/ on-call lists.

  • Review/finalise all move sequences/schedules and distribute to move team.

  • Prep building for move – surface protection, corner guards, etc.

  • Distribute new security ID card-key entry badges.

  • Schedule training for all emergency procedures at new location.

  • As close as possible to moving day – change locks and access codes at new location.

Move Day(s):

  • Assign origin and destination move liaisons.

  • Coordinate On-site help to handle move related questions, etc.

  • Complete job walk each day of move to track progress, confirm the move is on schedule, and identify any goods or walls that might have been damaged during the move.

  • Allocate keys and/or access cards for new location.

  • Distribute employee welcome packets at their new destinations.

Post-Move Support

  • Maintain ‘Move Command Central’ post to support employee inquiries, manage lost & found, track honey-do lists, etc.

  • Dispatch appropriate team(s) for post-move set-up – hanging white boards, equipment fit up, etc.

  • Distribute new contact list and layout of department locations.

  • Collect all access items including security cards, keys and parking passes for old location and confirm return of deposits held by landlord for items.

  • Survey for damage. Prepare and submit reports.

  • Prepare move punch list and action items. Coordinate with appropriate contractors to address all issues, and track to completion.

  • Review final invoices against contracts.

  • Enjoy your new space!