Proper planning, effectively communicating to all channels, staying organized, and being cost and time-efficient are all critical components of a successful office relocation.
Whether clients or staff are not given enough notice or the hired moving company is not qualified for the job, shortcomings in any of these areas can surely lead to chaos.
At Priority Moving Services, our movers are licensed, insured, and experienced with helping many local businesses transition into their new office with ease.
That is why we have compiled this office relocation checklist. Download a copy for yourself or read our tips below.
3 Months Prior to Moving
- Create a moving committee with select representatives from each department
- Develop a master relocation project schedule
- Establish a budget for each stage in the moving process
- Interview and request a quote from 2-4 licensed and insured moving companies
- Order keys from the new building
- Obtain floor plan of the new location
- Obtain floor plan of the current location
- Create new seating arrangements
- Obtain the Certificate of Occupancy and any other required permits or licenses
- Take complete inventory of all existing furniture and equipment
- Determine which furniture to keep, refurbish or donate
- Order new:
- Furniture
- Equipment
- Stationary
- Supplies
- Business checks
- Business cards
- Signage
- Wall art
- Identify locations of wall outlets and phone jacks in the new location
- Create and approve new office layouts
- Notify the following about the company’s change of address:
- Internal Revenue Service (IRS)
- Department of Motor Vehicles (DMV)
- United States Post Office (USPS)
- State Department of Revenue
- Employment department
- Banks and other financial institutions
- Insurance companies
- Telephone companies
- Internet service providers
- Clients
- Vendors
- Suppliers
- Prospects
- Send memo to staff
- Schedule public relations initiatives, including updates in the company newsletter and planning an office warming party
- Speak with building management to reserve and pad elevators
- Speak with building management about installing new signage
- Distribute office keys and access cards for the new premises
- Arrange for off-site storage of documents, furniture or other valuables
2 Months Prior to Moving
- Review arrangements with the moving committee
- Select a licensed and insured moving company
- Request a Certificate of Insurance from the moving company
- Issue copy of the Certificate of Insurance to the building managers
- Coordinate on-site deliveries and installations with vendors
- Create a physical backup of all servers
- Confirm new phone extension numbers
- Assign direct lines and phone extensions
- Create list of emergency contacts, vendors, and companies involved with the move
- Finalize new seating arrangements
- Order landscaping services
1 Month Prior to Moving
- Confirm moving date and time with the moving company
- Order moving materials from the moving company:
- Boxes
- Sharpies
- Cable ties
- Moving labels
- Packaging tape
- Grip tape dispensers
- Carpet protection tape
- Door jamb protectors
- Box knives
- Moving pads
- Moving blankets
- Furniture sliders
- Dollies/hand trucks
- Provide moving materials to staff
- Review status updates from the moving committee
- Develop a labeling system for furniture, equipment, and boxes
- Provide trash bins, shredders, and recycling bins to staff
- Make purchases for missing or additional equipment and supplies
- Send moving instructions to staff
- Distribute list of emergency contacts to staff
- Determine security procedures for the move
- Back up all computer files to the network
- Test and fix network and phone issues
- Order cleaning services
Moving Day
- Confirm that the move is on-schedule with the moving company
- Arrange with building managers to turn on air conditioning during the move
- Send orientation memo or packets to staff
- Hang whiteboards and wall art
- Recycle or throw away excess trash
Post Move
- Set up computers and printers and install telephone system in the new premises
- Collect and return office keys, access cards, and parking passes to previous building managers
- Audit final invoices against contracts
- Confirm termination of old leases
- Survey both offices for damage and report to building managers
- Update address on website and social media accounts
- Shred old business cards and checks
- Schedule press release and client announcement
- Schedule phone training for staff
Office Moving Got Easier with Priority Moving Services
Priority Moving Services is an award-winning moving company that serves local residents and companies in the Portland metro area.
Since our inception in 2006, we have only provided the highest quality of customer satisfaction with safe, timely, and professional moves. All of our office movers are also background-checked, licensed, and insured, so you don’t have to worry about extra workman’s compensation.