6+ months before your move
- Identify a time frame and schedule for your office move project - Decide on a date when your equipment, furniture, and staff need to be out of your current space. Depending on the circumstances, this can be tied to a lease commencement date, a lease expiration date, or a construction substantial completion date. From there, create a schedule that outlines all of the relocation tasks that will need to be taken care of prior to that date. Each task should have a deadline for its completion.
- Put together a move planning team - Once the team is identified, discuss and delegate tasks to each member. Ensure everyone knows what is expected of them to ensure a smooth transition. It’s often a good idea to have at least one employee from each department so that they can relay any important information to their respective teams. Schedule weekly or bi-weekly meetings to track progress and discuss any potential problems that may arise.
- Make a detailed inventory of existing equipment and furniture - Once everything is inventoried, decide what you want to keep, what you want to get rid of, and what new pieces you need.
- Address update - Create a list of every client, partner, institution, vendor, and organization that needs to know your new address. At the very least, this should include the USPS, IRS, and insurance providers.
3-4 months before your moving day
- Research local commercial movers - Start vetting moving companies in your area. Read reviews, see what kind of moving insurance they can provide, and collect quotes. Be wary of unusually low prices and do everything you can to ensure you’re working with a reputable moving company.
- Plan for telecommunication and networking - Notify your IT team of your upcoming move, alongside your network and telephone providers. Ensure your providers are aware of the installation and set up deadlines. In some cases, it may be necessary to find new providers and/or get new phone numbers.
- Review your current office lease - Be sure to look for any requirements or clauses regarding the condition of the returned premises and requirements for notification of non-renewal to your property manager.
1-2 month before your office move
- Transfer utilities - Contact your utility providers and arrange for them to be disconnected the day after your move. Request they be turned on at your new location by move-in day.
- Complete office moving administrative tasks - Tag all furniture, archive old files, order new business cards and stationary, and obtain parking permits for your workforce.
- Identify security procedures at your new office location - Order any necessary keycards for employees.
- Hire cleaning services - Schedule cleaners to arrive at your old office space the day after you move out. This may include separate vendors for furniture disposal and large waste disposal.
- Vendor Services - Arrange for the relocation or cancellation of equipment and office services (printers, copiers, beverage services, plant services, shredding services, janitorial, etc.)
- Hire an electrician - Arrange for an electrician to disconnect/reconnect power for systems furniture at the current space and new space.
Stressed about your office moving checklist? Work with the professionals
An office move can feel like a huge undertaking. And while an office moving checklist can help you manage the challenge, you may still need additional support to navigate the process. If you’re feeling overwhelmed, it’s worth reaching out to the professionals. Here at Lavoro Consulting, we specialize in helping small- to medium-sized businesses with:
- Transaction management
- Fit-out and project management
- Lease administration
- Facilities management
- Strategic planning
- And more