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Office Moving Checklist

©2014 Suddath Van Lines, Inc. U.S. DOT No. 29609 MC-029904 Fla. IM No. 1411

Preparing to move your office or business can be a challenge for anyone, the key to success is preparation.

Break the complex process down into manageable parts or stages. Use this abbreviated office moving checklist

as a guide to keep your move organized and on track.

Project Development and Space Selection• Determine a time frame and high level project schedule

• Conduct an employee census and occupancy review

• Conduct a site survey and facility review of current and proposed locations

• Determine desired square footage

• Create a floor plan for your new space that identifies work stations, equipment centers, offices, conference room needs, fixtures and other support spaces

• Hire an architect if needed for new construction, upgrades and/or build-outs

• Create a move budget

Technology• Conduct complete IT infrastructure assessment of current and proposed locations

• Inventory of all IT assets

• Evaluate current cabling and network industry best practices

• Review pending IT upgrades for potential project consolidation

• Identify critical business and support applications

• Evaluate network downtime options versus redundant hardware and applications during cut over

• Develop desktop relocation support strategy and resources

• Establish power, AC, ventilation, network and equipment positioning requirements

Furniture Selection• Develop furniture selection criteria and specifications

• Update or develop complete furniture inventory

• Consider your furniture options:

– Reuse your existing furniture

– Repurpose existing furniture

– Purchase new furniture

– Purchase refurbished options

– Sell/decommission old furniture

Telephones•Make decision to order new phone system or relocate existing

• Order new telephone numbers from phone company and/or transfer existing numbers

• Order new phone/data service (POTS, T-1, ISDN, DSL) if needed

Security• Establish a list of access levels for employees

• Decide if any specialty areas need additional security

• Decide which areas need additional fire suppression

• Determine the type of monitoring required for employees and facility

• Select new or transfer existing vendor for monitoring security system

•Maintain security plan in vacated space until turnover

For moving services and consultation, contact us

855 564 3939 | suddathworkplace.com

©2014 Suddath Van Lines, Inc. U.S. DOT No. 29609 MC-029904 Fla. IM No. 1411

Communication• Establish an internal communication plan for employees:

– New building rules

– Parking procedures

– Move dates

– Move and packing procedures

– Network outage and contingency plan

– Revised telephone and fax numbers

– Required HR postings

• Establish an external communication plan for customers, suppliers, service/utility providers and other pertinent vendors (i.e. accountant, attorney, insurance agent, etc.)

Examples

– Change address and phone number

– Order new stationery and business cards

– Order new signage

– Update company vehicle signage

– Change vehicle registration

– Change website to reflect new address/phone numbers

– Notify post office

– Revise advertising (including the Yellow Pages and other directories)

Document Management• Determineoff-sitestorageneeds

• Determine on-site storage needs

• Update filing requirements for employees

• Assign filing space for departments

• Schedule recurring document destruction days with vendor

• Dispose of or archive old files (consider sensitive documents)

Move Preparation• Selectdepartmentmovecoordinators

• Determine building restrictions for move hours

• Schedule elevator access at both origin and destination

• Schedule parking and unloading at new site

• Obtain any special moving and/or parking permits

• Have a member of your IT staff on site during the disconnect and reconnect of servers and data centers or consider outside support

• Arrange to have the following sensitive items packed and moved:

– Computers

– Telephone equipment

– Networking equipment and servers

For moving services and consultation, contact us

Office Moving Checklist Cont.

• Establish seating assignments

• Determine packing needs for employees

• Determine common area packing requirements

• Develop plan for protection of confidential information

• Establish a packing schedule; determine what can be packed in advance and what areas are packed last so your business can continue to operate as efficiently as possible with the least amount of interruption

• Establish and communicate packing/labeling guidelines; if you use a professional mover, custom packing instructions and labels should be provided

• Obtain packing supplies; be sure to ask the moving company about crate rental versus corrugated material – saves time, money and is better for the environment

• Ensure boxes are properly packed and labeled with office location, importance and content

• Arrange for protection of floors, walls and elevators

Vendors to Consider Hiring•Moving

• Furniture installation/reconfiguration

• Architectural

• Cabling

• Telephone/data (POTS, T-1, ISDN, DSL)

•Network (upgrade, back up, prepare for move)

• Security system

• Secure document destruction and removal

• Janitorial

• Plant watering

• Vending

• Courier