HECKLIST

Provided by: Bruce Forinash, Equipment Leasing & Financing Agent Investment Leasing Co., 800-400-5060 x101 [email protected]

Office Move Checklist 50 Major Points for an Office Relocation

Days Before Move

Task

2 years

1. Define business and spatial needs for new location and begin compiling costs for your relocation budget.

2 years

2. Contact developers to view options and create building or space proposal.

1-2 years

3. Meet with key employees to assess interior needs such as design and furniture.

1-2 years

4. Obtain a floor plan of your current office layout to get a full overview of how the space is currently used. Decide what aspects are effective and what improvements need to be made in the new space.

1-2 years

5. Work with planner or leasing company to develop a proposal for potential office space.

180 days

6. Negotiate for land or office space.

180 days

7. If this project is an overwhelmingly large move, you may need to divide the work. Establish teams for different aspects of the move such as IT relocation, office furniture, and design. Try to have back-ups for each team leader.

180 days

8. In order to avoid catastrophe create a risk management plan with your staff. Consider what could go wrong and what your company should do just in case. When going forward with vendors include your concerns when working with potential vendors. As your relocation plan moves forward you will need to reassess your concerns several times.

180 days

9. Make inventory of all existing office equipment and furniture, and artwork servers and PCs. By collecting a full inventory you can assess what needs to be replaced and you will be able to provide more concise information to potential moving companies.

180 days

10. Obtain a blue print of your new office location so you have a better idea of space when ordering new furniture, copiers, or printers. Also this will begin to give you a visual of how you can develop the space.

CHECKLIST

Office Move Checklist 50 Major Points for an Office Relocation

Days Before Move 180 days

Task 11. Determine the placement of major items like computers, printers (community and personal) and other shared office equipment such fax machines, scanners, or shipping label makers.

180 days

12. Create a proposed furniture orientation /office layout using blue print obtained, and then contact furniture companies for initial needs and pricing.

180 days

13. Discuss changes in insurance after the move and begin to get proposals and risk analysis.

150 days

14. Send memo to all staff members five months before the move to decide what files are critical and will need to be backed up. Get a concise list of all of the files.

100 days

15. Find and confirm the location of all vital electronic files.

90 days

90 days

16. Take a look at your hard files. Do you have enough space at the new location? Do you need access to all of them? In order to save space in the new location, consider moving unneeded files to offsite storage (90 days). 17. Meet with IT staff or IT Relocation vendor to discuss how the files will be backed up. Make sure your company has a back-up plan if vital computers or servers are harmed in the move. Have your IT department or IT relocation specialist do a test restore to ensure the moving protocol will be effective. Keep in mind—you will want to do another test restore prior to moving.

90 days

18. Location of server room is critical make sure you consult your IT vendor for placement of server room. It is a good idea to consider a central location for the server room.

90 days

19. Decide whether you will need back-up power for your server as well as additional cooling for the server room. Your IT specialist should be able to advise you with the best options.

CHECKLIST

Office Move Checklist 50 Major Points for an Office Relocation

Days Before Move

Task

90 days

20. Decide on a furniture company; work with customer service to provide measurements and placing orders with manufacturer. Don’t forget to contact movers and get quotes for moving costs..

90 days

21. Determine exactly where voice and data lines are needed. Don’t forget to double check that the service you plan on using is available at the new location.

90 days

22. Discuss phone needs and begin getting price proposals. Narrow down your choices and ask for an onsite demo before making a decision.

90 days

23. Conduct an on-site inspection. This will allow time to correct construction issues prior to occupancy.

60 days

24. Begin to contact manufacturers and review options for office technology such as computers and copiers. Also look for a supplier for basic items like paper, ink, pens, etc.

60 days

25. Research and review proposals for services like movers for the company’s migration and security for long term safety.

60 days

26. Order new business cards and stationary reflecting the new location and contact information.

60 days

27. Establish a way to communicate with all employees about the move, consider an internal newsletter about the move.

60 days

28. Place order for carpeting.

60 days

29. Finalize office phone details, such as picking a company, reserving phone numbers, and additional services.

60 days

30. Now that you have your vendors and relocation lined up, reassess your risk management plan.

HECKLIST

Office Move Checklist 50 Major Points for an Office Relocation

Days Before Move

Task

60 days

31. Call a meeting with the key members of your staff, even those who are not involved with the move. Review the vendors, relocation plans, and dates with everyone. Communication helps ensure everyone involved with the move is on the same page. The more people who know the plan also helps pass the word on to the rest of the company.

60 days

32. At this point you have all your vendors decided so create a master list of all vendors. Verify contact numbers, emergency numbers, and include the sales person cell phone number.

60 days

33. Confirm installation dates and relocation dates with all vendors to ensure that everything is on time. It is good idea to do this eight, six, and four weeks before the move.

60 days

34. Have phone wires installed.

60 days

35. Have your IT department or IT relocation specialist do an additional test restore to ensure the moving protocol will be effective.

42 days

36. Reminder, confirm installation dates and relocation dates with all vendors to ensure that everything is on time.

30 days

37. You will consider if your move will require a back-up power supply such as a UPS or generator. A UPS is a battery back-up and will only supply power for approximately one hour, but a generator can supply power indefinitely. New construction should seriously consider this option. Another power issue is you may want to consider getting back-up just for your servers. The main thing is to think about whether there is a potential of being without power and how your business can handle it.

30 days 30 days

38. Confirm carpeting order and shipment. 39. Have management meet with movers to verify details and contact building managers to reserve elevators for moving day. Take a representative from the moving company, preferable someone who will be there on moving day, to see the new location. Assess the area to ensure the movers have access to the areas they need.

CHECKLIST

Office Move Checklist 50 Major Points for an Office Relocation

Days Before Move

Task

30 days

40. Reminder, confirm installation dates and relocation dates with all vendors to ensure that everything is on time.

30 days

41. If you are getting new phone numbers make sure you have a list of the new numbers and make sure all employees have the new address and phone numbers.

10 days

42. Since moving day is on the horizon, make sure everything is lining up as planned and recheck your risk management concerns.

10 days

43. Have carpeting installed.

10 days

44. Send moving agenda to all employees and verify your contact information for all employees. As your compiling this information verify the cell phones of your relocation team leaders.

7 days

45. Test new phone numbers a week before you move into your new location.

2 days

46. Complete all packing and labeling. Consider using a number system where each office area is assigned a number and then you can simply and clearly label each box with its corresponding area number. If you do decide this make sure to give the movers and involved employees a key to your coding system.

2 days

47. Visit new location and label areas; also try to have the moving sales person or a representative visit the new location with key employees involved in the move (2 days prior to move).

1 days

48. Install and deliver new computers and copiers; make sure the machines are running properly.

1 day after move

49. After the move, schedule phone training with employees.

3 days after move

50. Inform and train employees on a new security.