office moving checklist
TRANSCRIPT
855 564 3939 | suddathworkplace.com
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