Office Move Planner Checklist

4 to 6 months before move day NOTES

___ Choose a move coordinator ___________________________________

___ Set the moving budget ______________________________________

___ Choose the move day _______________________________________

___ Meet with the building manager _______________________________

___ Communicate moving plans to staff _____________________________

___ Select contactors _____________________________________________

___ Obtain necessary permits _______________________________________

___ Order new phone and fax numbers ________________________________

___ Arrange parking for staff at new location ___________________________

2 to 4 months before move

___ Hire a moving company ________________________________________

___ Order signage for new location __________________________________

___ Hire and schedule a cleaning service for: __________________________

___ Old Premises after move
___ New premises prior to move

___ Order Internet Access _________________________________________

___ Evaluate and upgrade phone system ______________________________

___ Evaluate server room needs _____________________________________

___ Design office space and layout __________________________________
___ Order new furniture, desks, and chairs ____________________________

___ plan delivery of new furniture ___________________________________

1 to 2 months before move day

___ Assign office space to employees ________________________________

___ Get rid of junk and clear out clutter ______________________________

___ Send a change of address to: ___________________________________

___ Banks and financial institutions
___ Clubs and organizations
___ Credit accounts and credit cards
___ Customers
___ Insurance companies
___ Subscriptions
___ Post office
___ Prospects
___ Supplies and special services

___ Insurance quotes for new space __________________________________

___ Arrange with supplier for the servicing & move _____________________of the photocopier

___ Security system for the new location _____________________________

___ Order keys and access cards ____________________________________

___ Order cheques, update financial information _______________________

1 month before move day

___ Store property which will not be moved ___________________________

___ Order utilities ________________________________________________

___ Order stationary and business cards _______________________________

___ Update your website ___________________________________________

___ Reserve elevators and loading docks _____________________________

2 weeks before move day

___ Tag and inventory computers ____________________________________

___ Tag and inventory furniture by location ____________________________

___ Tag all wall items _____________________________________________

___ Install systems furniture, if new __________________________________

___ Install phone system ___________________________________________

___ Assign new phone numbers & extentions ___________________________

___ Map out the new location _______________________________________

___ Provide mover with the floor plan ________________________________

___ Review move schedule with the mover ____________________________

___ Update security systems ________________________________________

___ Dispose of any unneeded materials _______________________________

1 week before move day

___ Pack up common areas _________________________________________

___ Distribute new keys and security cards ____________________________

___ Back up computers ____________________________________________

___ Pack desks and personal spaces __________________________________

___ Label all items as per to new location ______________________________

___ Inspect the new location ________________________________________

___ Communicate to clients you may be
unavailable at times during the move _____________________________

___ Assign staff to help guide the movers ______________________________

___ Assign health and safety responsibility ______________________________

___ Arrange catering for the day of the move _____________________________

Moving Day

___ Establish decision making authority _________________________________

___ Review floor plan and colour coding ________________________________

___ Post signs for movers ____________________________________________

___ Set up a “lost and found” room or area ______________________________

___ Protect moving paths ____________________________________________

___ Clean out old location ___________________________________________

After the Move

___ Collect old keys and cards _______________________________________

___ Pick up mail from old location ____________________________________