Business Move Checklist
An office or business move can be a complex process that requires a lot of organization and pre-planning to ensure success.
Don’t worry, though, you will have a stress-free time when move day arrives if you break it down into manageable steps!
Beltmann Integrated Logistics has experience helping businesses of all sizes move. It’s important to understand that each business is different, but we hope this at least provides you with a high-level guide for your office move.
Start With a Plan
Let’s start with a plan for your new space in regards to furniture.
- Begin by going over your existing office layout and an occupancy review for your new space. Once you have a feel for the new space, update the existing drawings with an evaluation of how the new space will function for each department. Figure out the best locations for common areas.
- Do you have any issues with how business is operated within your current space? If yes, now is the time to improve it and come up with new ideas.
- Take inventory of all your office furniture, verify the new space dimensions and figure out if you need to get new furniture based on your new office size, look, and functionality.
- Create an overall new plan for your office furniture and figure out the lead time for moving existing pieces, buying new furniture, and moving and installing it.
Now that office furniture is taken care of, let’s move on to your technology. Like furniture, start with a review of existing and new locations and inventory all office technology in relation to common areas and conference rooms.
Evaluate the following:
- Network, cabling, power, and any uninterruptable power supply
- HVAC and ventilation
- Technology equipment placement requirements, Wi-Fi network coverages
- Phone system and phone numbers, call existing service provider and let them know what you’re plans are
- Data services, give service provider at least 90-day lead time
- Hardware, servers, IT– detail move plan for all of them
Now that you’ve evaluated all existing business operations and have an inventory of all furniture and technology and other equipment, you may want to tackle this as a project and elect a team leader and a moving team responsible for the process. Delegate each part of the move to one team member to make it more manageable.
The moving team should:
- Establish a timeline and phasing options to create the least amount of disruption to business operations
- Assess move in and move out requirements for all locations and set the move dates with the property owners or managers
- Establish new employee seating plan
- Create move to and from list for all employees
- Meet with moving company and detail plan and budget with them and discuss any specialty moving requirements for sensitive business equipment of information
Now that you have a detailed moving plan, what about your old space? It’s important to take into account any repairs needed to ensure that lease terms are followed. Find service providers that can disassemble and remove surplus, as well as handle any repairs. Figure out and take inventory of any equipment, furniture, fixtures, and other items that are not making the move. Identify what you’re going to do with these items, whether you’re going to store them or liquidate them, etc. It’s also important to make sure your accounting department is aware of this plan for tax purposes. You should also establish a plan for shredding and proper disposal of confidential documents and information.
Also, take into account and plan for any signage removal, as well as returning all property like keys and parking passes to the property owner or manager. Have a final walk-through with them as well.
Finally, call service providers and cancel or transfer any utilities.
It’s important to keep in mind that communication with all employees is crucial for any move or office relocation. Make sure they know the moving plan from a high level and are not confused with when they’re moving, what they’re doing, etc. It’s a good idea to produce a move document with instructions and distribute it to all staff. Discuss any new office procedures, security, and other details in this document. Also, don’t forget to update your website and any marketing materials with your new office address, directions, etc. You may also want to have a new office open house once you’re in the new space.
- Move team and leaders should be on-site and monitor all steps of the move
- Make sure the plan of what’s left behind is followed
- Walk new office space and make sure inventory that was supposed to move is there, along with all office technology
- Make sure new office signage is in place
- Consider having a few moving team leaders available to review any issues or problems employees may have
While we hope this helps you come up with your own moving checklist, our goal is to work with each commercial customer to minimize the downtime for any business during an office move. Efficiency is the key, and Beltmann Integrated Logistics will work with you to ensure a successful business move.