Moving your business from one office location to another can sometimes be harder than moving homes! Use this checklist to make sure you have thought of everything in order to ensure the smoothest transition as possible so you and your team can get right back in the swing of things.

 

Phase 1: Do These First Right Now!

o   Notify your current office manager and give notice.

o   Obtain a floor plan of the new location

o   Measure out the new office

o   Make sure all team members are aware of the move

o   Book a moving company

o   Begin a list of people who will need the new address

o   Confirm employee list is up to date

o   Confirm client list is up to date

o   Create inventory of office furniture and other essential items

o   Consult with a furniture company if needed

 

Phase 2: Before the Big Move

o   Give color codes to each department

o   Assign color code system to new floor plan

o   Define and name communal spaces for the new floor plan

o   Confirm with IT department about the move and what needs to be completed first

o   Arrange for telephone lines to be operational

o   Have paperwork completed (permits, licenses, etc)

o   Place furniture orders and other office equipment that will be needed

o   Arrange for cleaning services at current and new locations

o   Confirm access codes, locks, keys, etc. for new location

o   Send color-coded floor plan to moving company

o   Obtain emergency contact numbers from employees and building management

o   Arrange for external storage if needed

o   Arrange to have electricity and air con active for the move

o   Start planning the office-warming party!

 

For Your Team

o   Hold staff meeting to discuss moving day game plan

o   Formulate a moving committee and assign a member of each team to oversee their department’s packing duties

o   Discuss proper packing methods

o   Provide address/directions for the new location and parking instructions if needed

o   Have teammates label their work equipment and store in color-coded boxes for easier transition

o   Make sure all employee personal belongings are accounted for

o   Have departments empty their filing cabinets for packing or tape them closed.

 

At the new location

o   Have department areas labeled for movers

o   Verify keys, access codes, etc. is working

 

Who needs your new address?

o   Clients and partners

o   Professional organizations you belong to

o   Banks and financial institutions

o   Food service companies

o   Telephone company

o   Printing company

o   Insurance

o   Accounting

o   Internet service provider

o   Any other services your company uses

 

 

Phase 3: Moving Day!

o   Keep emergency numbers on hand

o   Allocate a lunch budget for all movers and staff who help out

o   Move all tech equipment, computers, phones, etc. first

o   Verify all color coded items are in their proper areas

o   Arrange all desks via the floor plan

o   Take fun team member photos for social media purposes

 

 

After moving day

o   Create a welcome package for each employee with their name, job title, welcome note, snacks and a drink to get them through day one

o   Do a final inspection of the building/offices/premises and report any damages to the moving company if needed

o   Set up all computers/internet connections/phone lines

o   Create new phone list and distribute it to the departments

o   Verify that your insurance has been transferred

o   Wrap up any remaining obligations/leases at old location (deposits, keys, passes, etc.)

o   Check all invoices and payments have correct address

o   Check in with IT for any remaining duties that need to be completed

o   Finalize change of address for mailing lists

o   Issue a press release or client announcement

o   Finalize office warming party plans!

o   You did it!

 

If all of this seems daunting to you, consider moving into Lakeside Executive Suites. We will manage the move in, so all you have to worry about is your move out!

Contact us to find out how we can make it easier for your business to transition into a smaller or larger office.