When a business moves, it affects several stakeholders, such as customers, vendors, and employees. Hence, office moves need more detailed planning than household moves. To organize your commercial move and keep it under your control, we created an office moving checklist.
The bulk of the work that you will have to do will be done before your move. Your moving company will do most of the heavy-duty work on a moving day. There will be a few tasks for you to do after the moving day. You can look at this checklist as a timeline and cross off an item when you are finished with it.
Also, we wrote an article on how to prepare for an office move. Hopefully, it will help you with preparation, give more insights, and be a nice addition to our office moving checklist.
Before the move
3 months before
- Review your current lease agreement and decide what dates are the best for your move.
- Make a list of all the items and decide what you will move, sell, donate, or throw away.
- Make a list of the items that you will need to buy. It is more likely to be similar to the list of the items that you will sell, donate, or throw away.
- Create a floor plan for your new office. You need to know the places where every employee will relocate. If you have funds, hire an internal designer. You can share the floor plan with your movers, so they know what goes where.
- Plan your IT system. Don’t forget to share it with your movers because some moving companies also provide IT setup services.
- Research and select at least 3 commercial movers near you.
- Call and get quotes from 3 moving companies you selected. Get storage quotes just in case.
- If your move is large, ask for on-site estimates. On-site estimates are usually free.
- Book your move on a convenient for your date.
- Notify your landlord that you will be moving. He/she will appreciate the early notice.
- Tell your employees about the move.
Relevant article: 11 Important Office Moving Tips
2 months before
- If necessary, buy additional insurance coverage for your equipment and machinery.
- Share your floor plan with your movers.
- Share your IT system plan with your movers.
- Plan the address updates online and print pieces (business cards, letterheads, postcards, etc.). Let your vendors know that you will be moving.
- Order the new furniture and equipment. You can ask them to deliver it on your moving date, so your movers can help you set it up. Also, consider delivering the furniture after your moving date. In this case, ask your movers to come back the following day to help with the setup.
A month before
- Ask your employees to pack their personal belongings. Extra items will increase your moving bill.
- Pack and backup important business documents. You will move these by yourself instead of giving it to a moving company. Back up important data via the cloud.
- Designate a person who will update your address online.
- Create folders in Google Drive with people’s names and office numbers and share them with appropriate employees. Ask your employees to take pictures of their equipment and upload them into their folder that you shared. Now you have pictures of your equipment organized by name and room just in case you will have to file a claim.
- Order new print pieces (business cards, letterheads, postcards, etc.) with the updated address.
A week before
- Reserve parking and elevators at both office buildings for your moving day.
- Ensure that the employees took home all their personal belongings.
- Install the internet and phone system at your new office.
- Connect the utilities at your new office.
- Go to USPS and set up mail forwarding. This needs to be done, so all your mail will be sent to your new office.
- Post announcements online that you will be moving in a week (website, social media, Google My Business, etc.). This article on business relocation announcement will be helpful.
The moving day
- Let your movers do their job. Bring refreshing drinks if you want to help.
- After your movers install the computers, make sure that your IT system works properly.
- Walkthrough your old office to check for damages or if anything is left.
After the move
- Confirm the termination of the lease agreement with your old office. Return the keys to the landlord.
- Confirm the termination of the utilities at your old office. Pay the outstanding bills.
- Ask your employees to make notes of any damages. You should file a claim if anything was damaged during the move. Remember that you have a Google drive with pictures that you took before the move.
- Update your address online (website, Yelp, Google My Business, etc.).
- Announce your move online (website, social media, Google My Business, etc.)