Making the Right Move

The essential checklist for relocating your business

As corporate real estate consultants, managing clients’ commercial real estate often includes significantly more that advising on strategy, locating office space, negotiating leases and project managing tenant improvements.

One of the most important elements that is often overlooked and one that we often receive requests for advice on is the relocation process. What do we need to consider? When and how do we plan for a move? How much will it cost? Who shall we select as vendors for furniture, phone systems, the relocation process?

We go to great lengths to ensure the relocation process goes as smoothly as possible, with the aim of minimizing disruption to our clients’ business and ultimately, their profitability during this always difficult transition. Every scenario is different so it’s critical that all the factors involved in a move are investigated and evaluated long before the lease or escrow on a new facility is closed. Planning is key – if you fail to plan, you’re planning to fail.

3 Months before Moving Day

  • Get office space
  • Communicate to employees
  • Identify major tenant improvement needs
  • Set budget
  • Choose the move day
  • Obtain necessary permits
  • Start contracting for major tenant improvements
  • Order new phone number
  • Order new fax number

1-2 Months before Moving Day

  • Design office space
  • Assign office space
  • Order chairs
  • Order desks
  • Order systems furniture
  • Hire movers
  • Evaluate server room needs
  • Evaluate computer networking needs
  • Order change of address labels for notification
  • Order new address labels for existing stationery, marketing materials
  • Order signage for new location
  • Identify phone system requirements
  • Order phone lines
  • Order Internet access
  • Order phone forwarding
  • Arrange internal/external maintenance service
  • Arrange for trash disposal
  • Set up cleaning service

1 Month before Moving Day

  • Get business insurance quote for new space
  • Arrange for copier move or buy new equipment
  • Order security system
  • Order keys, access cards
  • Arrange for beverage service
  • Send change of address to all vendors
  • Send change of address to all customers
  • Send change of address to all subscriptions
  • Notify all lessors of equipment move
  • Order checks with new address
  • Order long distance service
  • Transfer 800 numbers or order new numbers
  • Sell old equipment, furniture

Preparing for the move (1 day to 1 month before Moving Day)

  • Install phone lines
  • Install phone system
  • Assign new phone numbers, extensions
  • Order new stationery
  • Order new business cards
  • Order new business forms
  • Repair new office
  • Clean new office
  • Identify closest overnight drop off boxes
  • Inventory existing computers
  • Inventory existing furniture by room
  • Order dumpster for purging
  • Purge old, obsolete materials
  • Create new office extension directory
  • Create new office layout map
  • Create new fax cover sheet
  • Create driving instructions
  • Get new shipping labels
  • Notify Post Office of change of address
  • Update Web site with new information
  • Add note inside mailbox about change of address, move
  • Obtain moving crates/cartons
  • Back up computers
  • Take down systems furniture
  • Pack up desks, personal spaces
  • Pack up common areas
  • Store property that will not be moved
  • Tag furniture to be moved
  • Tag all wall items and move to central location
  • Install systems furniture
  • Distribute new keys, cards
  • Collect old keys, cards
  • Empty, defrost and clean refrigerator
  • Code new office space on a map for movers

Moving Day

  • Post coded signs in new office for movers
  • Protect main moving paths
  • Move plants

Post-move

  • Install office art/decor
  • Periodically visit old office to pick up mail
  • Schedule phone training
  • Schedule security training
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