Howus Moving Blog

Office relocation checklist

Relocation requires careful and step-by-step planning. To make sure you don't miss any important details, we have prepared a checklist based on dates and main tasks.

3-4 Months Before Relocation

  • Make it reliable. Once you have agreed on the premises, sign the necessary papers that guarantee that the premises will be yours;
  • Speak with a current landlord. Keep the landlord informed of the details. Let him know you're getting ready to move;
  • Create a moving plan. Make a list of things to do and stick to it;
  • Assign responsibilities. Assign leaders to coordinate the move. Everyone should have a personalized task. Don’t forget to assign e person to supervise;
  • Notify all employees of the upcoming move. Let the employees know what to expect and what to prepare for. Some may need to change housing or think about a new routine;
  • Notify all partners of your move. Respect those with whom you do business. If changes are coming, partners should be among the first to know;
  • Review special furniture or equipment. Pay attention to particularly large objects, or equipment of unusual shape. Maybe some furniture needs to be handled with care when transporting.

1-2 Months Before Relocation

  • Design a floor plan. estimate the size of the new room. Talk to department heads and other colleagues. Find out about their preferences. Then distribute the furniture around the new office and seat employees. Mark on the plan where the meeting space will be, where you can get coffee in the morning, and where the bosses' office will be;
  • Phone & Internet. Make arrangements with your Internet and telephone service providers. So that on the day of the move everything is ready to work. This way you avoid unnecessary business downtime;
  • Prepare for setting up IT systems and other hardware. Make sure that the IT staff know what they have to do immediately after the move. Setting up the IT system is the most important task;
  • Keys, passes, access. Create a single access list for all employees. This will help to keep office keys, parking door cards, and other items in one place. With the list in hand, it's easy to check if employees have returned access items;
  • Reject special services at the office. Terminate contracts with current continuing services. This could be cleaning, gardening, electrical, or security services. Warn them about the move;
  • Protection plan. The basic moving insurance is 60 cents per pound of an item, you may want to extend it for expensive or particularly valuable items. Discuss your options with your insurance company;
  • Purchase new furniture or equipment. You've probably always wanted to put a table hockey or extra couch in your office, but your old office was too small. Consider potential purchases when you move. If you're thinking of buying new furniture, put it in the floor layout;
  • Extra storage. Some things are needed only occasionally, but you do not want to throw them away. For example, Christmas lights or especially valuable decorations. If this is the case, consider a storage service;
  • Invetorization. label and take photos of all inventory in the office. By doing this you secure yourself against having to prove anything to the moving company in case of loss or damage;
  • Update company address. That way your partners, delivery staff, government services, and subscription-based services will be aware of what's going on. If you don't want to wonder how you got a few thousand dollars billing on the previous address, be sure to update the location info.

1-2 Weeks Before Relocation

At this point, it is necessary to check the previous steps again. Make sure all necessary approvals are obtained, unsubscribe, make copies of important documents, keys, access items, confirm the installation of services in the new office, check the schedule for move-in day, purchase additional packing and protective materials.

Relocation & Post-Relocation Period

  • Let there be light. Check if the utilities are in order. The most important ones are electricity and water. Moving will be greatly hindered if darkness reigns in the room. If you see a problem, call the appropriate service to fix it;
  • Stick to the outline. You did not create a beauty plan. Strictly adhere to the planned path, it is too late to change anything. Let your employees and movers know that they have to follow the instructions exactly;
  • Stay connected. Contact the IT department, Internet, and phone providers. The sooner the services are connected, the better;
  • Final check. Once the work is complete, take a look at the furniture, documents, and equipment. Check if everything is in order at first glance. You will still have time for a detailed examination;
  • Test WI-FI, hardware, wires, and other systems. The working condition of these systems determines the performance of a business. Minimize downtime. If you find a problem, call the experts right away;
  • Double-check billing status. Make sure that the old lease is no longer active and all invoices are under the new address;
Go ahead. It's a good time to arrange employees, remove tags and packing materials, and throw out unnecessary junk. After a little cleaning, your office will be back in action.