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The Step-by-Step Office Moving Checklist
If you’re gearing up for an office relocation, the goal is to minimise disruption and ensure every eventuality is prepared for. Although it’s a challenging task, planning before, during and after moving office can contribute to success. Here’s a guide to help you get there with as few hitches as possible.
Step One – Things to Do Right Now
If you’re moving to a new office, here’s what you need to do right now
Notify your current landlord and give notice
Get a detailed floor plan of your new space
Measure your new office space
Ensure all team members are informed of the move date
Find and book a moving company
Start a master list of people you need to send a change of address to
Ensure your employee list is up to date
Ensure your client list and service provider list is up to date
Create an inventory of existing furniture
Find and consult with a furniture company for any new furniture required
Step Two – Before the Move
Everything you need for a simple goodbye
Assign colour codes to each department. Marketing = purple, Accounts = green etc.
Work on a detailed floor plan and allocate colour coded stickers to each department section
Assign each employee a number, and add that corresponding number to their desk and equipment
Clearly define and name communal spaces on your new floor plan
Brief your IT department on the move and discuss what tech is needed for the day
Get any official paperwork done and dusted, as well as permits and licenses
Book parking space and elevators for the moving day
Place orders for new furniture and stationery
Arrange for cleaning services at your current and new premises
Finalise access codes and locks for new premises
Send a detailed floor plan to your movers, or arrange a meeting at the new premises if need be
Create a detailed moving day plan for staff to follow
Draft a list of emergency contact numbers for everyone involved in the move, as well as elevator maintenance and building management
Set a possible date for an office-warming party
Arrange external storage facilities if needed
Get your team involved
Arrange a staff meeting to discuss moving day
Propose a moving committee and assign a member of each team to oversee their department’s packing responsibilities
Discuss packing procedures and layout
Provide directions to the new location as well as instructions on parking, public transport etc.
Give each staff member a moving pack that includes their allocated desk number, colour code, as well as some info about the new venue – maybe even include a quick guide to great food spots in the area as a nice touch.
Laptops, screens, hard drives, keyboards – discuss a standardised way to label these and explain it to staff
Ensure everyone takes home personal belongings like iPads or laptops
Discuss which representatives will stay at the current location until the last moving truck has left, and which will move to the new location to help
Arrange for each department to empty and pack or tape closed their filing cabinets etc.
At your new office space
Print out colour coded signs to make department demarcation easy to see
Label spaces with desk numbers
Ensure keys, access codes or tags, and security information is available
Who to send a change of address notice to:
Clients and partners
Professional organisations you belong to
Stationery services
Banks and financial institutions
Any food service companies
Bottled water company
Telephone company
Service companies for photocopiers or printers
Insurance
Any accounts departments
Your internet service provider
Any additional services your company makes use of
Step Three – On Moving Day
Time for the smoothest office move of your life
Keep your emergency number print out on hand
Allocate a budget for refreshments for the moving team and internal representatives
To make moving a bit easier arrange to have aircon on during the move
Ensure all tech equipment, computers, phones etc. are moved first
Ensure representatives are on hand to make sure all colour coded items are placed in the correct locations
Ensure all desks are in the right places along with their numbered boxes
Book a date for telephone lines and systems to become operational
The day after moving day
Add a special touch by leaving a welcome pack on each employee’s desk, which contains their name, job title, a welcome note and possibly even a pack of energy sweets, a snack or a drink to get them through day one
Spot check the building and ensure all facilities are in order
Ensure all areas are clearly defined and demarcated for staff to see
Set up all computers and tech equipment
Set up telephone lines and systems
Create new phone list
A few days after moving
Distribute new telephone lists and department locations
Perform a detailed check of the premises
Report any damage to the moving company if need be
Make sure your insurance has been transferred
Ensure old leases have been wrapped up
Confirm deposits have been received from the old premises
Collect all passes, keycards and keys for your old premises and have them sent back
Hand out new passes, keycards and keys
Check all invoices and payments
Arrange for installation of new IT systems
Finalise the change of address mailing list and send
Set up a committee to plan an office-warming
Do a client announcement or issue a press release
This creates a private checklist in your account.