Office Relocation Checklist

 

Following Execution of New Lease:

- Notify present landlord of termination date

- Engage architect or designer for design services, renovations etc.

- Inventory existing furniture and photograph what you intend to keep

- Bid and awarded office furniture / demountable wall contract

- Advise staff of date and location of move

– Create a change-of-address list for service providers / suppliers / clients

 

Three to Six Months Prior to Move:

– All party meeting (design/ construction / mover / cabling company / information technology specialist) to ensure all details are covered and all responsibilities clear

– Determine licenses and permits required, if any, at the new location.

– Clarify who is to do the packing: you (your employees), your mover, or what combination

– Determine the number and size of cartons needed per office, or per employee

– Bid and award the moving contract
Bid and award the telephone and computer cabling contract

– Order new office furniture and equipment (confirm manufacturing / delivery time with furniture supplier)

– Order telephone equipment

– Place a conditional order for new stationery using the new address, subject to confirmation of address and suite number

 

One to Two Months Prior to Move:

– Reserve elevators and loading docks for moving day
Notify utilities and services of the new address and new phone.

– Include insurance, electricity, water, cleaning service, the CRA, subscriptions, banks, checking accounts, printer/copier, security, etc.

– Audit keys and parking passes

– File change-of-address forms with post office and forward mail (allow at least 4-8 weeks for subscriptions and other companies to update their records)

– Review your corporate insurance policies to itemize the business equipment, appliances and furniture that are covered before, during and after the move

– Arrange for listing on lobby directory of new building
Arrange for post-move cleaning

– Organize a “staff moving committee” if appropriate and delegate responsibilities

– Schedule and prepare agenda for your employee move orientation meeting
Finalize new seating plan and identify each location

– Schedule and implement a clean up program (purge files, dispose of trash)

– Arrange for off-site storage of old files

– Code furniture and equipment on a color-coded floor plan

– Prepare to sell or discard obsolete furniture and equipment

– Find buyers, or donate to charity for a tax deduction

 

One to Three Weeks Prior to Move:

– Arrange for staff to tour new premises a few weeks prior to move

– Obtain the Certificate of Occupancy and any other required permits or licenses

– Prepare to remove your present security systems and procedures, and to install them (or new systems and procedures) into the new site

– Determine the best access and routes from the old to the new locations. (Avoid moving on heavy-traffic days)

– Explain to each employee explicitly and exactly what they will be required to do: remove desk materials, pocket books and files; color-code boxes, etc.

– Schedule public relations effort, including plans for news releases and an “office-warming” party

– Schedule staff for unpacking, including stocking supply cabinets, storerooms, file rooms, and removing tags from all furniture and equipment to ensure your company will be operational as rapidly as possible after move

– Prepare labels for moving furniture and boxes to new locations

– Color-code all office furniture and office equipment, to indicate where each item will go on the color-coded floor plan

– Pack contents of all filing cabinets and desks, ensuring everything is properly labeled

– Schedule post-move training for security, fire, and life safety procedures at the new facility

– Draft an emergency contact list for vendors such as elevator maintenance, – building management, utilities, telecommunications and moving company

– Arrange with the building manager to have the air conditioning on during the move

 

12 to 48hrs PRIOR TO MOVING DAY

– Remove phone system prior to arrival of movers

– Distribute access cards and keys for new premises

– Install telephone system

– Install security system

– Collect parking passes, security cards and keys for the old facility

– Confirm the return of any deposits held by the landlord for these items

– Disassemble systems furniture at current location

– Re-assemble systems furniture at new location

 

MOVING DAY

– Remove computer equipment (server)

– Be on hand to answer questions and give directions to the movers

– Do a detailed walk-through of the premises and report any damage to moving company

– Read the bill of lading carefully before you sign