Your Office Relocation Checklist

Your Office Relocation Checklist

Your Office Relocation ChecklistOffice relocation happens all the time. No matter what the reason is (be it due to limited office space, or cost consideration, or company location), office relocation is always the cause of celebration as it symbolises an opportunity to start anew. While office relocation will give your company a face-lift in terms of location and working environment, it could be a daunting task without proper planning.

 

Plan your office relocation as early as possible

Yes, early planning will help you to foresee and monitor the relocation progress. First thing first, you should have an office relocation plan in place. While you may end up with a laundry list of relocation to-do-task, bear in mind that the ultimate goal is to minimise downtime and make sure employees can get back to work as soon as possible. Office relocation checklist is not a rocket science – you can find a good list of considerations for your moving planning here.

Checklist 1: what to do 6-12 months before relocation

  • a) Scout for ideal new locations
  • b) Go for new premise viewing
  • c) Decide the new office location after the evaluation (including office plan and space requirements)
  • d) Notify the landlord about the termination of present tenure (if you’re renting the premise)
  • e) Notify staff of relocation’s date and the whereabouts of new office
  • f) Look for a designer for new office
  • g) Decide the relocation budget

Checklist 2: what to do 3 months before relocation

  • a) Sign and confirm new tenancy agreement
  • b) Develop a timeline and action plan of major tasks and requirements.
  • c) Sort out the old furniture and decide which are to be prepared for sale or disposal (if and where applicable)
  • d) Order new furniture for new office
  • e) Have a master change-of-address list in place

Checklist 3: what to do 2 months before relocation

  • a) Get ready to transfer old phone lines – start the application of new phone lines if need be.
  • b) Update website with revised address (you may add the new map on your website)
  • c) Send out communication to all clients – to notify on relocation

Checklist 4: what to do 1 month before relocation

  • a) Brief employees about expected moving date, relocation plan and delegate responsibilities
    • i. Packing and unpacking
    • ii. Cleaning of storage and common areas
    • iii. Colour coding task/labelling task
  •  b) Schedule staff for unpacking and packing (including cabinets, storerooms, file rooms etc.)

Checklist 5: what to do 2 weeks before relocation

  • a) Change all contact details (address and phone numbers) on all correspondence materials.
    • i. Relevant banks and financial institutions
    • ii. Regulatory bodies and business registry
    • iii. Customers
    • iv. Relevant insurance companies
    • v. Accounts payable and receivable
    • vi. Newspaper and magazine subscriptions (if any)
    • vii. Any special service provider like outsourcing vendor
  • b) Prepare to setup new phone line/transfer old phone line
  • c) Make arrangement of protecting and covering elevators and open surfaces at old office to minimize possible damage cause by relocation
  • d) Colour-code and label all items and furniture for easy recognition and arrangement when on moving day

Checklist 5: what to do 3 days before relocation

  • a) Have a staff briefing on moving day
  • b) Send out communication (i.e. emails) to inform all stakeholders and customers of the change in address

Checklist 6: what to do on moving day

  • a) Make sure you an emergency contact list in place (get a printed version if need be)
  • b) Arrange refreshments for the staff (moving team and internal representatives)
  • c) Make sure that all tech equipment, computers, phones etc. are move-first items
  • d)Install phone lines and internet connection at new office

Checklist 7: what to do after moving day

  • Old Office:
    • a) Clean up the premise
    • b) Tear down fixtures or partitions
    • c) Dispose of remaining old furniture
    • d) Return the office to its original state (if applicable)
  • New office:
    • a) Do a detailed walk-through of the new premises and ensure it is fit and proper for operation
    • b) Add a celebratory note by organising an office-warming

While many people might find office relocation is a time-consuming and costly task, office relocation will not feel like cruising around the block if you have a detailed relocation plan in place. If you manage and plan the relocation properly, both your company and your employee will see this as a rewarding experience.

/ Office IT Relocation, Support

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