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

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