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Business Relocation Checklist: Follow These Steps for a Smoother Office Move

An organized, detailed, and well thought out plan is the key to a successful business move. Without a great plan, a business move can quickly turn into chaos, resulting in lost time and money. Follow these steps for a smooth, well-executed office move: 

Establish Your Moving Budget and Hire the Best Office Moving Company

  1. Establish your moving budget
  • Consider the specific moving services you need (full or partial packing, IT crew, office decommissioning, space designer, general contractor to manage electrical and painting, signage design and installation, cleaning services, etc.)
  • Are you moving long-distance? If so, then be sure to budget for employee relocation or severance packages
  1. Assign an in-house Moving Manager (MM) as a point person to represent your office and to coordinate with the moving company’s coordinator (MC)
  2. Compare moving estimates from at least three office moving companies
  • As you compare pricing, be sure to compare equivalent added services
  • Be crystal clear about the moving company’s licensing and insurance coverage
  • Ask the company to detail their Moving Coordinator (MC) services. The MC is the moving company’s point person to communicate with your MM
  1. Hire a trusted office moving company that you think will provide the most professional service – applemoving.com provides top-rated, affordable office moving with quality customer service

Work with Your Moving Coordinator

  1. The MM is key to ensuring every moving step gets completed on time
  2. MM and MC will:
  • Conduct a walkthrough of both old and new offices
  • Establish the moving timeline with critical deadlines
  • Discuss the new office floorplan
  • Determine old and new office features that will affect the move
    • Existence and availability of a freight elevator
    • Ultra-heavy items
    • Unique items like fine art or sculpture
  1. MM will take photos and inventory all items to move
  2. MM will work with employees to set up their new office plans

Announce Your Move

  1. Schedule a meeting to inform your employees about the move
  • Explain the reason for the relocation in as positive a way as possible
  • Now is an excellent time for the MM to adjust the moving checklist based on employee feedback
  1. Send moving announcement letters to all business contacts. The letter includes:
  • A brief reason for the move in as positive a way as possible
  • New address and phone numbers, date the current office will close, date the new office will be operational
  • Any downtime they’ll need to plan for
  • Use this opportunity to mention how much you value their business and how you look forward to working with them from your new office
  1. Inform your current landlord or property manager, in writing, that you’re moving
  • Include last day of occupancy
  • Review your current lease and be clear about vacating requirements and agreements
  1. Place a banner on your website and social media announcing your move. Include the date, new address, and contact information.
communicate-about-upcoming-office-move

Inform your employees and other important contacts about the upcoming office move.

Think Through Technology Aspects

  1. Assign an in-house IT facilitator, or contract a skilled team
  2. The IT facilitator or team will:
  • Backup all data and critical files before moving
  • Establish a protocol for moving sensitive and confidential data
  • Assess IT infrastructure at the current office
  • Design the new office IT plan
  • Install the new office IT system
  • Securely manage all password changes and dissemination
  • Be available throughout the moving process for troubleshooting

Manage Current and Future Inventory and Furnishings

  1. Determine your new office layout. Hire a design specialist if necessary.
  • Organize the flow of various areas – reception, work, private, and communal areas
  • Design the floor plan and give copies to the MC
  • Coordinate with IT for power source locations, etc.
  1. Develop a plan and timeline to decommission your current office and liquidate
  • List all assets that will need upgrading or replacing
  • Make arrangements for liquidation, disposal, or donation
  1. Identify which items will need to be professional disassembled and reassembled

Moving Supplies, Packing, and Storage

  1. Gather and organize moving supplies
  • Your mover will likely provide plastic crates or boxes for your employees. Otherwise, be sure to provide sufficient boxes, tape, and Sharpies if employees will be packing the contents of their desks
  • Share packing and labeling guidelines
  1. Determine if off-site storage will be necessary. Does your new office have sufficient space for things you currently have stored, like archived files, supplies, extra inventory, etc.?

One Month Before Moving Day

  1. Utilities
  • Schedule utilities stop dates for your current office. Ask your new property manager for a list of the services that you’ll need at your new location, which utilities the landlord will provide, and which you’ll need to set up
  • Set up new utility accounts at least one month before move-in
  1. Insurance
  • Notify your business insurance representative that you’re moving
  • Ask about additional coverage that may they may require for the move
  • Arrange to transfer insurance coverage to your new office
  1. Address changes
  • Change address at usps.com
  • Banks, financial institutions, IRS, Franchise Tax Board, etc.
  • Suppliers, clients, and all business contacts (see Announce Your Move above)
  • Yelp, Google, and social media sites like LinkedIn and Facebook
  • Online delivery services like Amazon, eBay, etc.
  1. Order access passes, keys, and parking cards
  2. Notify employees of:
  • The day and time they’ll need to complete packing up their desks
  • The last workday at the old office
  • The first workday at the new office
  1. Order business cards, stationery, new signage, and set signage installation date
  2. Give a 30-day written notice to end contracts at your old office, such as cleaning, security, or landscaping services
office-moving-to-do-list

Be sure to schedule the cut off utilities and other services for the office ahead of the move.

One Week Before Moving Day

  1. MM will review moving status with management and office staff
  2. MM will inspect new office space
  • Take photos to record the new office space condition
  • Ensure utilities are working, the area is clean, mount floor plans to walls
  1. Confirm moving day with moving company, plus time movers are to arrive
  • Who will let them in
  • Who will lock up
  1. Remove all signage and branding
  2. Prepare employee welcome packets
  3. MM will schedule old office final inspection with the property manager or landlord

 Day Before the Move:

  1. Ensure all packing is complete
  2. Collect security cards, keys, parking passes, and other items that need to stay at the old office
  3. Confirm with IT coordinator that the IT system is installed and functioning

Day of the Move:

  1. IT coordinator is available for troubleshooting
  2. Provide movers with beverages and healthy snacks
  3. MM stocks new office supply cabinets and bathrooms
  4. Stock the employee break room with coffee, tea, water, and healthy snacks
  5. Confirm installation of new signage
  6. MM and MC will review the move and sign off
  7. Thank and tip each mover; MC receives final payment

Day After the Move:

  1. MM reviews the space and distributes employee welcome packets
  2. IT disseminates passwords and is available on-site for troubleshooting
  3. Employees unpack their desk boxes, run tests on computers and equipment
  4. Celebrate and enjoy your new office!

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A professional office moving specialist can ensure your business relocation runs smoothly and efficiently. Contact applemoving.com today for a complimentary estimate.