Office Relocation Checklist

Co-ordinating an office move will take careful preparation and meticulous planning, whether you are moving to another floor in your building or across the country. Creating a time line which shows each stage of the move will help keep you on track, bearing in mind it needs to be feasible and allow for unexpected issues that may come up.

You can never start planning for your office move too early, a small office move can take up to three months and a large office from five to eight months. It is essential that you properly manage and execute your office move to ensure minimal disruption to your business. Acquiring the floor plans for the new office space as early as possible will aid you in identifying key issues such as storage space, electrical outlets and desk location. It is also advisable to compile a list of possible issues, for instance if the new reception area is smaller than your current one or if there are no kitchen facilities onsite, in order to come up with practical solutions.

We have compiled an office relocation checklist that we hope you will find helpful:

  • Set your moving day
  • Decide your relocation budget
  • Decide if you are going to hire an office relocation specialist
  • Interview office relocation consultants and obtain quotes - the cheapest is not always the best and a reputable relocation specialist will ensure as little business downtime as possible
  • Nominate a project manager for each of your departments - they will need to ensure all employees are aware of the office relocation plan and what their responsibilities are
  • Obtain a detailed floor plan of the new office
  • Inspect the new office space and decide on the new office layout
  • Measure hallways, doorways and lifts to ensure there is enough space to accommodate all your equipment and office furniture
  • Determine where company logo's or branding will be placed and if the color scheme will need to be updated to reflect this
  • Decide where the furniture will be placed
  • Ensure that adequate power points are installed
  • Ensure security systems are installed before moving expensive equipment to the new office
  • If your company requires a server ensure the space available is fit for your requirements - temperature thermostat, security system, electrical requirements etc
  • If you have modular furniture ensure the network cabling is installed first
  • Decide where PC's will be placed
  • Determine printer and fax machine location
  • Compile an inventory of your current office equipment and contents - modems, photocopiers, data cables, computers, servers, monitors, fax machines, network switches
  • Determine if you have suitable and adequate kitchen equipment and supplies for the new office - fridge, microwave, kettle, coffee machine, toaster, water cooler
  • Label boxes, files, boxes, computers, lamps, keyboards and other equipment with names and also the destination in the new office, this will save a lot of time and hassle in the long run
  • Remind employees to back up files onto the network or to disk before their equipment is moved
  • Arrange the disassembly/reassembly of modular office furniture
  • Organize packing the office equipment that will be relocated
  • Recycle any unneeded furniture or equipment or arrange for it to be collected by a waste collection company
  • Decide if new equipment will be required - do you have enough workstations, computers, fax machines, copiers, furnishings
  • Arrange the installation and configuration of the relocated equipment
  • Ensure there are enough electric outlets for each employee and workstation
  • Contact the appropriate utility companies and arrange new services - electricity, water, business rates
  • Allocate car parking spaces
  • Arrange building and contents insurance
  • Arrange a health and safety inspection of the building and obtain a health and safety certificate if required
  • Arrange the installation of phone lines - test phone lines before installing the rest of your equipment
  • Set up recycling points
  • Contact Internet providers and arrange installation
  • Arrange computer and network installation
  • Order new business cards and letterheads with the new address details, phone and fax numbers
  • Make sure all files are properly indexed and stored safely
  • Ensure all files are placed in the correct offices/filing cabinets/library in the new office
  • Notify customers of your office move
  • Update business licences and service agreements

Once you have moved to your new offices you will need to schedule an orientation day for your employees to introduce them to the new layout, assign workstations, help them settle in and explain any new procedures or issues relating to the new office space.