Office Moving Tips Checklist

Your Guide to a Smooth Office Move

Moving an office can be a complicated, time-consuming, and potentially expensive journey into an unknown world. If you’re preparing for office relocation, your main goal will be for minimal disruption during the relocation process. Planning, preparation, and communication are key for a successful office move.

That’s why we’ve created our very own Office Moving Tips Checklist. It’s simple, practical, and tells you the key stages involved in the office moving process. Here are some office moving tips for your upcoming relocation.

Key Date Notes:

  • Termination date (or break date) of the existing lease
  • Notification date and method of current Landlord
  • Required date to be in the new office
  • The target date for finding a new office
  • The completion date of lease negotiations of new office
  • Commencement & completion dates for build-out of new office

Office Move Strategy:

  • Select suitable and competent Office Moving Project Lead
  • Internal decision-makers decide key drivers & major requirements of new office
  • Support from internal departments (Sales, Marketing, HR, IT, Finance)
  • Develop and communicate the Moving Plan to staff

Develop Moving Office Brief:

  • Establish current and projected staff levels
  • Set up key operational areas (meetings rooms, reception, kitchen)
  • Establish required square footage of new office
  • Agree on type & style of new office
  • Determine type & length of lease required
  • Develop Moving Office Budget

Selection of New Premises Notes:

  • Interview and appoint a Tenant Rep Broker
  • Establish a shortlist of suitable properties
  • Visit and evaluate each property
  • Review cost analysis of preferred options
  • Examine the viability of space plans of each option
  • Identify target office(s)

Legal Considerations:

  • Interview and appoint a Commercial Real Estate Attorney
  • Review exit strategy of the current lease
  • Understand restrictions, liabilities, and obligations within the existing lease
  • Negotiate the deal of the lease documentation on new office property
  • Ensure commercial interests are safeguarded and included in the lease

Space Planning, Office Design & Build Out:

  • Develop initial space plans and concepts for new office
  • Discuss & agree on design ideas and layout of new office
  • Get detailed design, specification, costing & timings estimates
  • Appoint General Contractor and sign off on design plans & budget

IT & Telecoms Notes:

  • Discuss your technology requirements with IT
  • Establish IT infrastructure in the new office
  • Inventory all equipment and audit future requirements
  • Determine internet and computer network requirements
  • Identify equipment needing upgrading or replacing
  • Determine if cost savings and efficiencies can be achieved through reviewing or switching
    service providers
  • Determine a suitable test plan for all equipment at the new office prior to move day
  • Identify server requirements and location (on or off-site)
  • Create IT Test Plan to ensure your network is fully operational

The Physical Move:

Corporate Considerations Notes:

  • Ensure all marketing collateral is updated
  • Organize mail redirection service
  • Organize phone and fax redirection
  • Communicate move to staff, customers, suppliers, and vendors
  • Update/renew service agreements, licenses, insurance, equipment leases
  • Launch PR initiatives

After the Move:

  • Create a list of damages incurred to any equipment or adjustments needed to any office facilities.
  • Submit a list to appropriate suppliers and arrange for work to be carried out.
  • Hold an Opening Party at the new office with staff and clients
  • Implement any training on new IT and/or phone systems 

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