Brian Duffner
SL509469/Commercial Real Estate Of Florida 2391 SE Ocean Blvd, Stuart, FL 34996 Stuart, FL 34996 561-352-0183  |  772-597-4812

Office Moving Checklist

Office Moving Checklist

Like any complex process, office moves benefit from organized planning that breaks the process down into manageable parts or stages. To keep your business relocation organized and on track, download our office moving checklist by filling out the form.

 

Space and Furniture Planning

  • Conduct an employee census and occupancy review
  • Review current office layout and update existing drawings
  • Evaluate the alignment between departments and business functions
  • Determine appropriate file, print and common area needs in new space
  • Catalog and prioritize office layout improvment opportunities
  • Create multiple space layouts and socialize for feedback
  • Create a detailed existing furniture inventory including the condition of furniture
  • Catalog current unique ergonomic accomodations in existing space
  • Verfiy dimensions and general buildout in the new space
  • Establish high level furniture goals (size, look, feel, color, functionality and cost)
  • Consider your furniture options:
    • Sell/decommission old furniture
    • Purchase refurbished options
    • Purchase new furniture
    • Repurpose existing furniture
    • Resuse your existing furniture
  • Create a comprehensive and detailed furniture plan for the new space
  • Identify furniture lead time and installation timeframe

Technology

  • Conduct complete IT infrastructure assessment of current and proposed locations
  • Evaluation of power, uninterruptable power supply (UPS) coverage for critical office technologies, HVAC, ventilation, network and equipment positioning requirements
  • Evaluate current cabling and network industry best practices
  • Inventory of all office technology assets including conference rooms & common areas
  • Evaluations of of WIFI network coverage versus industry best practices (coverage heatmap)
  • Evaluation of physical security, alarm and employee access systems versus industry best practices
  • Evaluation of technology upgrades for potential project consolidation or modernization – i.e. dedicated printers to central multi function devices
  • Inventory of critical business and support applications
  • Evaluation of network downtime options versus redundant hardware and applications during cut over
  • Desktop, printer & conference room relocation support strategy and resources
  • Evaluation of phone system: order new or relocate existing
  • Phone numbers: order new or transfer existing through carrier
  • Data services: order new or transfer existing (POTS, MPLS, Cable, T-1, Satellite, DSL) 90 Day lead time requested by most carriers
  • Document detailed server and critical hardware move plan
  • IT evaluation and approval of the move plan
  • Update employee contact information – office address, phone, etc. in HR system of record

High Level Move Planning

  • Establish executive move committee with business and functional representation
  • Establish high level relocation timeline
  • Evaluate phasing options to minimize impact on business operations
  • Identify critical dependencies between move activity and other trades
  • Assess move in and out procedures in all locations
  • Reserve move dates with facility manager or property owner
  • Establish move coordinators across various departments to facilitate move preparations
  • Kick off "spring cleaning" and encourage archiving inactive files
  • Publish seating plan and establish color and numbering scheme for the move
  • Create move to/from list by phase
  • Conduct initial walkthrough with mover and establish the move budget
  • Document procedure for moving confidential information and high value items

Plan for Your Vacated Space

  • Review lease for space turnover requirements
  • Identify repairs or adjustments required to comply with lease terms (cable removal, returning customized areas to initial condition, wall repairs, painting etc.)
  • Inventory surplus furniture, fixtures and equipment that are not moving
  • Identify outlets for surplus assets (liquidators, charities, disposal, recycling, redeployment)
  • Establish providers to disassemble and remove surplus assets and handle repairs and adjustments
  • Work with your finance department on proper asset retirement reporting
  • Establish owner to ensure IT assets and surplus furniture are purged of confidential information
  • Establish plan to shred or archive residual documents
  • Plan signage removal
  • Cancel utility, security, and other services as appropriate
  • Schedule walkthrough with landlord or property owner
  • Schedule janitorial vendor to clean vacated space
  • Return building property to landlord or property owner (security badges, parking passes, keys)

Communication

  • Establish internal communications plan for employees
  • Establish external communications plan for customers, suppliers, and other vendors
  • Distribute new building rules, parking procedures, security and amenity details
  • Publish move instructions for employees (dates, packing instructions, FAQ's etc.)  Be very specific about not allowing employees on-site during the move to avoid injury and delays.  Only have designated individuals on-site during the move.
  • Publish network outage timeline and contingency plan
  • Update website, advertising and collateral to reflect new location information
  • Update phone numbers, vehicle registrations and signage
  • Notify post office
  • Consider open house in new location

Move Preparation

  • Hold regular meetings with designated internal move coordinators
  • Conduct "town hall" meetings to educate employees on move responsibilities
  • Confirm all building reservations are in place (access, elevators, security, parking etc.)
  • Identify emergency property management contact for unforeseen circumstances (elevator malfunction, access issue etc.)
  • Ensure all vendors obtain security clearances in advance and obtain any necessary permits
  • Meet with property management and move service providers to review building rules (hours, access, dock areas, parking, floor, wall and elevator protection etc.) 
  • Reserve move dates in writing with move provider 30 days in advance
  • Hold regular meetings with move related vendors to increase collaboration (furniture installer, cabling company, mover, voice, data, electrical etc.)
  • Distribute employee move instructions (how to pack, how to handle personal items, move timing and employee responsibilities).  Be very specific about not allowing employees on-site during the move to avoid injury and delays.  Only have designated individuals on-site during the move.
  • Arrange mover to provide secure office move crates with labels 7-10 days in advance of move day
  • Monitor packing and move preparation progress versus established milestones
  • Consider having mover provide packing assistance in large file rooms and common areas
  • Have internal move coordinators manage "spring cleaning" and encourage archiving inactive files
  • Label existing furniture for re-use or retirement well in advance of move day and make sure all re-use furniture has a validated approved layout
  • Consider having mover provide hanging of wall art, white boards etc.
  • Ensure dual monitors are labeled left/right and which one is dominant
  • Consider having mover provide desktop support services (disconnect, reconnect, cable management, connectivity testing)
  • Ensure mover will protect all IT equipment with anti-static bubble wrap
  • Ensure mover will provide large bags for desktop peripherals
  • Ensure mover provides a continuous project manager on-site for all move activities
  • Walk all to and from locations and compare to final seating assignments to identify errors upfront
  • Schedule cleaning crews for the days before and after the move
  • Ensure employees have keys to new workstations and file cabinets
  • Ensure ergonomic adjustments are made in the new space prior to move day if possible
  • Ensure mover displays full size floorplan drawings in all move locations for easy reference
  • Ensure all confidential records are moved in plastic crates and sealed with tamper evident security seals
  • Prepare welcome packets for employees in the new space

Move Day and Settling In

  • Establish a lead person to publish move progress versus established milestones on defined intervals.  Include all internal move coordinators, vendors and stakeholders
  • Assign specific move coordinators to be on-site throughout the move and define specific responsibilities
  • Establish a lead person to walk each vacated area to identify left behind goods or problems proactively
  • Establish a lead person to walk each newly occupied area to validate goods are correctly staged and connected
  • Establish a standard process for handling employee issues (missing items, help needed etc.)
  • Consider having the mover provide a small crew on-site for the first day or two of business in the new space for support (unpacking, hanging wall mounted items, furniture adjustments etc.)
  • Ensure employees unpack and return moving crates to a central area quickly to avoid unnecessary cost
  • Ensure new signage is installed in the new space

Vendors to Consider Hiring

  • Architectural and/or design
  • General contractor
  • Network (upgrade, backup, prepare for move)
  • Electrician
  • Voice/data
  • Cabling
  • Security
  • Audio visual
  • Office furniture
  • Moving
  • Painter
  • Janitorial
  • Landscaping
  • Vending
  • Liquidator (furniture and IT assets)
  • Artwork, signage
  • Records managment

Hopefully this office relocation checklist, similar to the tools used by our business movers, will get you started on planning or executing your next move. Feel free to contact us if you’d like to hear more about our process or talk about how we can help.

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Your Dedicated Agent

Brian Duffner

SL509469/Commercial Mobile: 561-352-0183 Direct: 772-597-4812

Real Estate Of Florida
2391 SE Ocean Blvd, Stuart, FL 34996
Stuart, FL 34996

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