Office Moving Checklist
Moving your office from one location to another is a big deal. We’ve gone through the motions a couple of times and we’re passing our experience to you. This checklist is sure to make for a smooth relocation:
2-4 Months Prior
Movers and moving company
Now is the time to hire your office movers to ensure they have availability for your moving date.
Order signage for new location
Since it can take many months to create and install signage.
Order utilities
To ensure all utilities (electric, water, sewer and heating) will be available when you move in.
Server colocation
Your IT team will need to prepare for moving your server from one location to another. If server downtime is an issue, you may need to temporarily host your server at a third location.
Commercial cleaning service
Cleaning up your former office space is a huge task. It will likely be money well spent to hire a commercial cleaning service.
1 Month Prior
Contact your new landlord
Keep in contact with your new landlord to inform them on the status of your move. Close co-ordination will ensure nothing is missed.
Inventory and label
Create an inventory of all furnishings, computers, desks, chairs and office equipment. Put a label on all of them so that each item ends up in the right location.
Moving crates and cartons
Obtain moving creates, cartons and boxes for your move. These may likely have been part of a package deal with your moving company.
New phone system
If you’re installing a new phone system at the new location, it’s best to install this prior to your move since the level of effort to do so is big.
Stationary & business cards
You’ll need to order change of address labels, new stationary, business cards and anything else which displays your new address
Change of address
Contact the post office to fill out a change of address form. Have all employees contact business associates and other companies to inform them of the new contact information.
1 Week Prior
Avoid important meetings
If possible, schedule important meetings for the week prior or the following week of the moving date. Doing so will free up your workforce for all the tasks involved with this impending move.
Computer backups
Have your IT department employees back up any essential computer programs and files.
Order utilities
To ensure all utilities (electric, water, sewer and heating) will be available when you move in.
Building inspection
Meet with your new landlord to inspect your new office space. Make sure to reserve the freight elevator and loading dock.
Keys & key cards
Distribute new key cards, keys and other vital office information to managers and employees.
The Moving Day
The employees
Since having employees around can impede the progress of moving, schedule offsite training for your employees or give them the day off.
Oversee the move
The moving manager needs to be around to make decisions related to the move.
After Your Office Move
Oversee office cleaning
Since having employees around can impede the progress of moving, schedule offsite training for your employees or give them the day off.
Old key cards
Collect old keys, key cards, and anything else that need to be returned to the previous landlord.
Signage at the old location
Put up signage/map to tell visitors where you are now located.