Office Moving Checklist

OFFICE MOVING CHECKLIST

4 to 12 Months before Moving Date

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.

	Choose a real estate broker
	Create a master checklist of tasks
	Choose a move coordinator
	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 to 4 Months before Moving Date

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

	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 system
	Order additional phone lines
	Order long distance serviceor VoIP service
	Evaluate server room needs

Furnishings

	Design office space and layout
	Order systems furniture
	Order desks & chairs
	Order chairs

1 to 2 Months before Moving Date

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

	Get insurance quotes for new space
	Arrange for copier move or buy new equipment
	Order monitored alarm system and/or closed circuit television
	Order keys, access cards
	Arrange for office coffee service
	Order vending machines
	Order checks and update financial records

1 Month before Moving Date

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

	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 Date 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 Move

	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!