Moving an office can seem like a big, complicated job, but with this detailed office moving checklist, you can rest assured that every aspect of the process will be handled with care. From six months prior to the move right up to the aftermath, this guide has got you covered. We will also explore the essential role of an office move concierge, an invaluable asset in ensuring your move is as seamless as possible.
Six Months Before the Move:
- Strategically plan the logistics: First and foremost, you need to know the size, layout, and infrastructure of the new place in order to plan the move well. This review will help you figure out what problems might come up, so you can make backup plans and make sure that your business isn’t too affected by the change.
- Review lease terms: Know the ins and outs of your current lease agreement. This knowledge will aid you in understanding your obligations, possible penalties, or required notifications, thereby preventing potential legal and financial complications.
- Obtain quotes from moving companies: Getting several quotes allows you to compare prices and services, securing the best deal while ensuring quality service. Look for movers specializing in office relocations—they’ll have the experience and expertise needed for a smooth transition.
- Choose moving coverage: It’s important to protect your office equipment and assets from potential damage or loss during the move. Insurance offers peace of mind, as well as financial protection in the event of accidents.
Three to Four Months Before the Move:
- Confirm the move date: Providing your current landlord with ample notice ensures you adhere to the terms of your lease agreement. It also helps in preventing last-minute rush, giving all parties ample time to prepare for the move.
- Develop a comprehensive moving plan: This is a detailed timeline of tasks that need to be accomplished, facilitating the relocation process smoothly. It should include all moving-related tasks, no matter how minor they seem. You can use our office moving checklist as a starting point. You can download it as an Excel file.
- Assign responsibilities: Delegating tasks among your team ensures the efficient execution of the moving plan. Each employee should know their role in the move, ensuring that no task is overlooked.
- Announce the move to employees: Early communication allows for adequate time for your team to manage their expectations and reduce anxiety. It also allows them to plan their work accordingly.
Two Months Before the Move:
- Design a new office floor plan: This will help you visualize the new space and make necessary adjustments. Efficient space utilization in the new office aids the moving team and helps avoid chaos during setup.
- Arrange phone and internet installation: Prior scheduling ensures uninterrupted business operations. Choose a reliable provider and set a date for installation at least a week before the move.
- Plan for the setup of computers and IT systems: To prevent data loss and maintain data security, arrange for professional IT services. Transferring sensitive data should be managed carefully to prevent breaches.
- Audit keys, parking passes, access cards: A comprehensive audit aids in managing security and access in the new office, ensuring only authorized personnel have access.
- Notify special services at your current office: Inform vendors, delivery services, and postal services about the upcoming move to ensure smooth transition or proper cancellation.
One Month Before the Move:
- Initiate inventory and tagging of office items: Detailed inventory helps in tracking all assets and preventing loss during the move. It also helps you decide what to move, sell, donate, or discard. An inventory list as an office moving checklist saves you time and resources.
- Collect necessary moving supplies: Collect boxes, packing tape, bubble wrap, and markers. These help in protecting office assets during transit and make unpacking at the new location easier.
- Schedule transfer of utilities: Coordinate with utility companies for a seamless transition. Disruptions in services like electricity, water, and waste management can hinder business operations in the new office.
- Update company’s address listings: Updating your company’s address across all platforms allows clients, partners, and stakeholders to find your new location easily.
Two Weeks Before the Move:
- Finalize plans with the moving team: A final meeting with the moving team ensures synchronization and efficiency on the moving day. Go through the moving plan and answer any queries they may have.
- Order new keys and access cards: Ordering in advance ensures security and access control in the new office from day one.
- Confirm internet and phone service installation: Confirmation ensures connectivity and business continuity from the first day at the new office.
- Confirm the setup of computer and IT systems: Verifying the plan for IT setup prevents business operations disruptions. Ensure that your IT team or vendor has a checklist for the system setups and backups.
- Back up important documents and data: Secure all important documents and data to protect against potential data loss during the move. Cloud storage can be a useful tool for this.
One Week Before the Move:
- Inspect the new office: Checking for any issues that need to be resolved before moving in can prevent last-minute rush and chaos.
- Review the moving day schedule: Reviewing the schedule ensures all stakeholders are aligned and prepared for the move. Share a copy with your moving company, your employees, and any other parties involved.
On Moving Day:
- Check utilities at the new office: To verify functionality and comfort from the first day. This should include electricity, water, heating, and cooling.
- Follow the new office floor plan for setup: Referring to the planned layout ensures efficient unpacking and setting up, helping your team adjust to the new office.
- Connect and check phone, internet, and IT systems: These systems should be up and running as soon as possible to confirm operational continuity. Troubleshooting should be done immediately to prevent any loss of business operation time.
- Conduct a final walk-through of the vacated office: A final check for any left items or damages can help avoid penalties from your former landlord.
After the Move:
- Test phones, computers, Wi-Fi, and IT systems: Quick tests verify functionality and business readiness. Any issues should be addressed immediately to prevent operation disruptions.
- Confirm termination of the old lease and update address: This process avoids any issues with the old landlord and keeps all stakeholders informed about the successful move.
- Assign unpacking tasks to employees: Delegating unpacking tasks aids in a smooth transition and resumption of work. It also allows employees to set up their workspace as per their preference.
Office Moving Checklist Recap
Remember, moving an office is a major undertaking, but with careful planning and organization, it can be a seamless process. Utilize resources like our comprehensive office moving checklist, and consider availing of our professional packing services. Make your move stress-free and efficient.