The International Office Moving Institute
(IOMI®)
Office moving checklist
Preparing to move 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
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
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
Determine off-site storage needs
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
Select department move coordinators
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
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