Moving checklist
Five to Six Months Prior to Move
Create a checklist of all activities to be completed
Appoint a co-ordinator
Find a realtor
Setup appointments with building managers
Figure out the layout of the new location
Create a budget for the move
Decide on the date for moving
Let employees know the general plans
Identify any tenant improvements required
Select contractors
Get any permits required
Order new telephone and fax numbers
Three to Four Months Prior
Hire a company to handle the move
Order new signage
Find a commercial cleaner
Order change of address labels
Design the office space layout
Place order for new equipment and furniture
Two to Three Months Prior
Evaluate phones and upgrade if needed
Order extra phone lines if required
Evaluate the server room
Schedule internet connection
Order your VoIP or long distance
Assign the new office space
Arrange for equipment to be moved or order new equipment
One to Two Months Prior
Toss junk and clutter
Let customers and vendors know the new address
Update website
Arrange for insurance at new office
Setup security
Order keys and access cards
Order vending machines
Arrange for coffee service
Update financial records and order new cheques
Order new stationary
Construct new office space
Weeks before move
Inventory computer equipment
Label and inventory the furniture
Label any wall items and move
Arrange storage if required
Gather moving supplies
Pack items and place in common area
Have the new furniture installed
Have phone system installed
Arrange for phone numbers and extensions
Setup utility appointments
Order change of address service with post office
Moving Week
Provide staff with map of new location
Get staff to pack their desks and personal items
Label all items
Back up computers
Disassemble furniture for moving
Do not plan anything important such as interviews or meetings
Let clients and vendors know you may not be available
Distribute keys and cards to staff
Clean and defrost fridge
Inspect the new space
Reserve any loading docks and the freight elevator for move day
Designate staff to instruct movers and guide them
Take care of anything else last minute that comes up
Moving Day
Give staff the day off unless they are assisting with the move
Collect keys and cards from the staff
Arrange for refreshments and food for the staff and movers
Post signs to help movers find the new office space
Protect the floors from traffic
Move any plants to their new location
Clear everything from old office
Have a lost and found location
Hang up artwork
Have a welcome breakfast for employees on their first day back
