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Business Move Checklist

A guide for smooth office relocation.

If you’re preparing for office relocation, aim for minimal disruption to your and your team’s work. We believe planning, preparation, and communication are key, and although moving or (re)opening an office in a new location can be a challenging task, we bring you an easy-to-follow business move checklist that will keep things running as smoothly as possible. IPG’s agents have put together their knowledge and experience to help clients through all parts of the moving process. Our handy guide makes the moving process less stressful.

Chaperoning a Smooth Office Move

Office move checklist is no small job to put together, especially knowing how hard of a task moving an office can be. But with the right people, the office moving process can go smoothly. By following our office move checklist you will be able to prepare the new place in time, get your amenities and utilities in order, inform the right people, and hire the perfect movers.

  • Review your commercial property lease. If you are planning to move your office earlier, it may cost you your deposit. You may also be responsible for any damage to the space that might occur during the office relocation. IPG agents can help you evaluate how to terminate your lease.
  • Put together a planning team: delegate tasks and responsibilities for the office relocation process.
  • Start getting quotes from a variety of moving companies, to find the best available service and value for money.
  • Find out whether you need moving insurance for important equipment and machinery.
  • Set your office relocation budget and prevent overspending.
  • Notify your current landlord and/or property manager by giving an official notice.
  • Notify all your team members of the moving date and new office address.
  • Make a master list of people you need to send a change of address to.
  • Ensure that your employee list is up to date.
  • Ensure that your client list and service provider list is up to date and aware of the move.
  • Make sure all team members know in advance what their responsibilities will be.
  • Make a reservation with your chosen moving company.
  • Brief your IT department on the move and discuss what tech is needed for the day.
  • Notify local partners, affiliates and suppliers about the upcoming business move, especially those who will be affected by your change of address and contact information.

    Who to send a change of address notice to:

    • Clients and partners;
    • Any professional organisations you belong to;
    • Stationery services;
    • Banks and financial institutions;
    • Any food service companies;
    • Bottled water company;
    • Telephone company;
    • Service companies for photocopiers or printers;
    • Insurance companies;
    • Any accounts departments;
    • Your internet service provider;
    • Any additional services your company makes use of.
  • Get a detailed floor plan of your new space.
  • Measure the new office space and plan how you are going to lay things out.
  • Create an inventory of existing office furniture.
  • Consult with an office furniture company for any new furniture you might need.
  • Place orders for new furniture and stationery if needed.
  • Arrange external storage facilities.
  • Assign color codes to each department. Work on a detailed floor plan and allocate color-coded stickers to each department’s furnishings.
  • Assign each employee a number, and add that corresponding number to their desk and equipment.
  • Clearly define and name communal spaces on your new floor plan.
  • Submit any official paperwork, permits, and licenses.
  • Book parking space and elevators for the moving day.
  • Arrange for cleaning services at your current office and the new premises.
  • Finalize access codes and security for the new premises.
  • Send a detailed floor plan to your movers, or arrange a meeting at the new premises if needed.
  • Create a detailed office moving day plan for your staff to follow.
  • Draft a list of emergency contact numbers for everyone involved in the business move checklist, as well as elevator maintenance and building management.

    What should your office relocation planning team be discussing at this stage?

    • Putting together a “moving pack” for each staff member, including their allocated desk number, color code, and information about the new location.
    • Determining a standardised way to label laptops, screens, hard drives, keyboards etc. and making sure all staff are informed.
    • Ensuring that everyone takes home personal belongings and devices.
    • Deciding which representatives will stay at the current location until the last moving truck has left, and who will be going to the new location to supervise.
    • Arranging for each department to empty and pack or seal their filing cabinets etc.
    • Ensuring that colour coded signs and desk numbers are clearly laid out and marked in the new space.
    • Ensuring that keys, access codes or tags and security information is all available.
  • Allow a budget for refreshments for the moving team and internal representatives.
  • Ensure that all tech equipment, computers, phones etc. are moved first.
  • Ensure that representatives are available to make sure all the colour coded items are placed in the right locations, and all desks are in the right places along with their numbered boxes
  • Book a date for telephone lines and internet services to become operational.
  • Ensure that all areas are clearly defined and demarcated for staff to see.
  • Set up all computers and tech equipment.
  • Set up telephone lines and systems.
  • Update the company website with new contact information.
  • Distribute new phone lists and department locations.
  • Perform a detailed check of the premises, and report any damage to the moving company if needed.
  • Make sure your insurance has been transferred.
  • Ensure that any old leases have been wrapped up and security deposits returned.
  • Collect all passes, keycards, and keys for the old premises and have them sent back.
  • Hand out new passes, keycards, and keys for the new office.
  • Check all invoices and payments from the moving process.
  • Arrange for the installation of new IT systems.
  • Issue a press release about your change of address.
  • Set up a planning committee to put together an office-warming party.
  • Add a special touch by leaving a “welcome pack” on each employee’s desk, with their name, job title, a welcome note, and some treats to get them through a busy day.

Congratulations, you did it!

If you’ve made it through this business move checklist and survived the office relocation. It’s time to pause and celebrate. We hope our office moving checklist helps you get organized.

If you’re currently searching for office space for rent, our brokerage is here to help you through every step of the process. We have experts on hand to help you weigh all the pros and cons of various types of spaces, from serviced offices to shared spaces in locations around the world. We’ll help you find the right office space to move into.

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