The Office Move Itself
Previously in this Office Moving series you learned about the 9 most common Office Move mistakes, addressed the question of whether you are properly prepared to pull off a successful office move and learned how to complete early preparations for an office move.
Now we will address the office move itself with this detailed checklist of tasks you will need to accomplish or delegate. By now you should have selected your Office Moving Company who will be your partner in this step of the process. If you have any questions whatsoever, don’t hesitate to contact your move coordinator for assistance. They’ve been through this process thousands of times and can be a huge help by saving you time, money and worry. Most importantly, starred * tasks on this list can be scheduled directly with your move coordinator.
Don’t move office items you won’t need
• Throw away junk and archive old files*
• Warehouse un-needed equipment and files*
Communicate your moving plans to the following:
• Memos to employees
• Letter to customers
• Letter to bank and accountant
• Letter to insurance agent
• Letters to vendors and suppliers
Prepare for packing your offices
• Determine amount of Kwik-Paks required and deliver – these are faster, easier and more economical to pack and unpack than boxes*
• Determine (if needed) amount of corrugated boxes required and deliver for remaining items*
• Determine packing materials required and deliver for use to cushion items*
• Order and distribute labels and markers. Diggins & ROSE supplies color-coded commercial packing labels with every move so that boxes are easily distributed to the correct area of your new offices*
• Provide clear instructions for packing. Your mover can help you with this*
• Determine whether you would like your mover or your employees to pack filing cabinets, supply cabinets, personal items, etc*
• Determine whether you would like your mover or your employees to will pack common areas (reception, pantry, library, etc.)*
• Make arrangements to have live plants moved. Moving Companies are not able to transport live plants.
• Make arrangements to move framed pictures and any special artwork. Your mover’s in-house crating department can handle this detail*
• Determine whether you would like your mover or your IT Tech to perform all disconnections & reconnections of your computer systems*
Move management prep
• Take complete inventory*
• Document network log-ins, access, print spooling, etc.
• Perform complete backup of network
• Perform complete backup of telephone system
• Document telephone extension, pooling groups, etc.
• Select department coordinators
• Create packing/labeling guidelines*
• Arrange to have PCs packed/moved*
• Determinate who will work on move weekend
• Arrange for packing/moving of copiers*
• Arrange for disassembly/reassembly of modular furniture*
• Arrange to pack/move networking equipment and servers*
• Arrange to prep/move telephone system
• Arrange for elevator access (both sites)
• Schedule parking and unloading at new site
• Obtain any special moving/parking permits
• Determine building restrictions for move hours
• Arrange for protection of floors, walls and elevators*
Clean up/demo old site
• Remove old cabling?
• Arrange for special trash pickup*
• Perform final cleaning*
Update legal agreements:
• Service agreements
• Business Licenses
• Insurance
• Sales & Use certificates
• Equipment leases
• Mandatory HR postings
• Certificate of Insurance*
This is part 4 of a 4-part blog series addressing office moving issues and providing you with the tools and information you need for a flawless office move. Also see:
Part 1: Do’s and Don’ts of Office Relocation: Most Common Office Moving Mistakes,
Part 2: Do’s and Don’ts of Office Relocation: Can you accomplish a successful office move?
Part 3: Do’s and Don’ts of Office Relocation: Office Move Planning Checklist.
Or email diggins & ROSE Moving Systems now for the complete series “Do’s and Don’ts of Office Relocation.
If you are planning an office move in the next 12 months, contact diggins & ROSE immediately for a free consultation and quote. Remember, the earlier you start your planning, the better your chances for a successful, stress-free office moving experience.