Moving Office Checklist

The day has come for you to move office and the enormity of the task ahead is daunting. There are so many aspects to consider and only so much time to do it in. And you want the existing office to continue to function as normally as possible while you’re making the transition.

To make your life a little easier, we’ve produced this planner, incorporating all the key steps you will need to take to reach your ultimate goal: a smooth office move with the minimum of hassle. If you use this, what could possibly go wrong?

Important Dates

Termination of existing lease
Notification to current landlord
Determine the date you need to be in new office
Target date for identification of new office
Completion date for lease negotiations
Commencement and completion date for fit-out/refurbishment of new office

The move strategy

Appoint a suitable move project leader
Get buy-in from internal decision-makers, including IT team, on major requirements
Include a representative from each key department on the office relocation team
Communicate move plan to staff

The move office brief

Establish current and projected staffing levels
Decide on size of new office and key operational areas required
Identify preferred location
Agree type and style of new premises
Determine the type and length of lease required
Ascertain total budget for move

Choosing the new office

Appoint property consultancy
Agree shortlist of suitable properties
View each property with your consultant
Review cost analysis of preferred options
Examine viability of space plans for each option
Decide on target premises

Office Design & Fit-out

Interview office design and fit-out companies
Develop initial space plans for preferred options
Discuss and agree design ideas for new office
Obtain detailed design, specification, costings and timings
Appoint preferred fit-out partner and sign-off on design plans and budget
Statutory approvals process begins (building regs, planning permission, etc.)

IT & Telecoms

Discuss your IT and phone requirements with IT and telecoms consultants
Decide on IT and telecoms infrastructure in new office
Draw up inventory of all equipment and audit future requirements
Identify any equipment that needs upgrading or replacing
Review existing service providers
Establish key installation dates with service providers
Take existing phone numbers with you?
Determine number of lines required at new office
Draw up configuration plan incorporating network cables and phone lines
Agree a suitable test plan for all equipment at new office prior to move day

The physical move

Meet with office removal companies and assess their suitability
Appoint preferred office removal company
Arrange for specialist removal of any technical equipment
Organise crates and labels for staff
Arrange storage and archiving
Clear out any unwanted items

Corporate concerns

Update all marketing material
Organise mail, phone and fax redirection
Communicate move to staff, suppliers and service providers
Update/renew service agreements, licenses, insurance, equipment leases, etc.
Review all suppliers and renew/switch, as appropriate

For the move day

Contact the local council to make temporary parking arrangements and keep entrances clear
Check condition of new offices on arrival (take photos to validate move-in condition)
Have a rep from each department on hand to ensure everything finds the right home as it is unpacked
Ensure the office relocation project leader signs off on each part of the move
Set up a lost and found area at both sites

After the move

Create a snagging list following liaison with all parties
Implement any training on new IT and/or phone systems
Celebrate office move with staff and clients