Commercial Moving Checklist

You cannot afford any of the typical moving stumbling blocks.  Commercial moving  must be organized diligently in order to avoid costly business downtime. Make use of our Commercial Moving Checklist

☐  Schedule a planning meeting with senior management and assign duties.

☐ Create a floor plan for the new office space.

☐ Obtain quotes from professional movers if your company does not have staff who will perform moving tasks.

☐  Consider hiring a business relocation consultant.

☐ Discuss your moving plans with your insurance agent and review what your policy covers. Obtain replacement coverage for items that may get damaged during the move.

☐ Give notice to your landlord according to your lease agreement.

☐ Meet with contractors for necessary renovations for the new commercial space. Painting, new carpeting, and electrical work may be required. Negotiate with your new commercial property management company to see what renovations and cleaning they will complete or reimburse.

☐ Contact your telecommunications provider and ask about your business’ new phone numbers. Keep one phone number the same for six months and put a message on it that gives callers your new phone numbers.

☐ Notify your customers, vendors, contractors, and others of your business’ new contact information.

☐ Order new checks, stationery, business cards, marketing collateral, etc., with the new address.

☐ Send a press release to the local newspaper to inform people of your business move.

☐ Purchase advertising space in the local newspaper to inform readers of your business move.

☐ Frequently meet with management staff and consultants regarding the move and iron out any problems.

☐ Plan a Grand Opening for the week after the move, with a theme that fits your product and customer base.

☐ Consult your legal team and update business permits and licenses.

☐ Talk with your security staff and local authorities regarding the move, especially if you will be moving items that require a wide-load vehicle and you need help with traffic.

☐ Send over some staff to the new place to coordinate details relating to furniture, cubicles, and other office supplies.

☐ Notify all necessary parties of your move, including your bank, lenders, worker’s compensation insurance carriers, disability insurance carriers, financial professionals, and others.

☐  Arrange for disconnection of your utilities and schedule utility service for your new place of business.

☐ Appoint a senior information technology staff member to coordinate all computer and telephony-related issues during the move, including setting up new IP addresses and coordinating the placement of new network jacks.

☐ Back up important data and shred what you no longer need. Lighten your load by scanning documents and shredding hard copies whenever possible.

☐ Meet with all staff and answer any questions and address all concerns. Make all staff changes before the move.

☐ Renegotiate your agreement with your current cleaning crew based on the new location, or change services.

☐ Take inventory of all office equipment and furniture. Write down serial and product numbers. Determine what to take and what to sell, donate, recycle, or throw away.

☐ Order new office supplies and furniture. A move is a good time to upgrade computers and worn out furniture.

☐ Notify important clients of the move once more to ensure they take note of it.

☐ Order small promotional items for customers to appease customers who may be inconvenienced by your business move.

☐ Delegate packing details to each department. They are responsible for coordinating the move of all department items. Each staff member should pack up their own office and move their own personal items. They should label each box with their name, department, and any other identifying information.

☐  Contact vendors for moving certain items, like vending machines, copiers, and printers that are still under lease or warranty.

☐  Pack inventory according to its use. Label boxes with its destination and contents.

☐ Arrange for disposal and recycling of hazardous materials that cannot be moved.

☐ Walk through the new commercial space and ensure everything is as expected. Negotiate and work out last-minute details with contractors and the property management company.

☐ Follow-up with service providers, utility companies, etc., and ensure that everything is set for moving day.

☐ Plan something special for employees on moving day. Bring bagels and smoothies in for breakfast. Take them out to lunch or have a meal catered. The idea is to ease their stress and boost morale.

☐ Complete the final walk-through of the new place with the new property management.

☐ Meet with the designated IT professional and ensure that all computer and telephony equipment is being delivered and setup as expected. See if additional furniture or shelving is needed.

☐ Minimize productivity loss by moving staff slowly rather than all at once. The last ones to move should remain productive until the day before their turn to move.

☐ If your business is the type to receive drop-in customers, prepare goodie bags with the previously purchased promotional items. Hand them out to customers who come in on moving day. Invite them to the Grand Opening.

☐ Department secretaries should be in charge of packing up community kitchen and office supplies, plants, and anything else that may get left behind.

☐ Defrost the office refrigerator and ice machines the night before the move.

☐ Ensure that staff are at the new location to receive deliveries and customers.