Office Relocation Checklist

Why these items are on the list

1. Set a moving budget. Cool Hand Movers advises budgeting for movers, packing materials and unforeseen costs 6 to 12 months out.
2. Choose the new space. At the walkthrough, check access hours, security, layout, wi-fi, cell reception and utilities.
3. Set a move timeline. Run it from packing to utility setup, and share it with your team.
4. Contact IT and utility providers. Ask about services for the new office and what the lease includes.
5. Review supplier contracts. Update telephony, network, alarm and service agreements in good time.
6. Tell employees early. Early notice reduces uncertainty; XLNT suggests a reference group where each department can voice its views.
7. Get the building's move requirements. Buildings may restrict moves or require insurance. Learn the rules and elevator access in advance.
8. Hire an office mover. Pick one with a strong reputation and the required insurance, and ask about discounts.
9. Choose boxes or bins. If you skip reusable bins, gather boxes, tape, packing paper, bubble wrap and markers.
10. Purge and digitize files. Digitizing paper documents can reduce clutter and improve access to the files you need.
11. Assign team roles. You can delegate tasks like inventory and vendor contact; give movers one contact, and say who packs workstations.
12. Check storage and archive needs. Think about archive and storage space, not just desks and conference rooms.
13. Create an asset inventory. It tracks items in transit and speeds up unpacking.
14. Draw the new floor plan. Use real furniture dimensions and plan seating so packed workstations land in the right place.
15. Confirm insurance covers the move. Check yours stays valid during the move, and consider moving insurance.
16. Back up files and data. Use an external drive or cloud storage before IT equipment is packed.
17. Label IT cables and equipment. Record which wires connect to which devices to avoid confusion at set-up.
18. Photograph furniture before dismantling. Take photos from several angles, and keep hardware in separate containers or baggies.
19. Label boxes by contents and destination. Labels let movers and employees deliver each box to the right place.
20. Let staff pack personal items. Provide boxes; personal items can travel with employees to the new office.
21. Change your address. USPS forwarding is short-term; update banks and card issuers directly, and tell clients.
22. Walk through on move day. Point out items needing special care, then do a final walkthrough so nothing is left behind.
23. Unpack IT equipment first. Gentle Giant advises unpacking computers and printers first, since other supplies can wait.
24. Find a place for everything. You may purge more items and discover things you need.

Open it on your phone during walkthroughs and with movers, and tick each item as its owner confirms. Share it with whoever runs the move so everyone sees what's still open.