Office Move Checklist: Step-By-Step Guide

Are you considering moving to another business office?

Commercial relocation is a complex process as you must safely move all office equipment to another location and prepare employees in advance. Careful planning, checking all essential details, and focusing on the relocation process are the keys to a successful move.
Here is an office moving and relocation checklist to make things easier.

Where To Start Planning Your Office Move?

With numerous steps that should be taken, moving can look scary at first. But with proper planning, it will be fine. That’s why a checklist for office move office move checklist is crucial, as it helps you to understand where you are right now, what has been done already, and what tasks you must complete next.

The main rule is to start early, at least 3-6 months before the approximate office move deadline.

Preliminary Steps In The Office Moving Checklist

• Set a company budget for relocation and extra services.
  Finalize the lease for your imminent office. The commercial lease includes more details and points than the residential, so agree in advance.
• Notify your current office building manager of the move and termination of the lease at least 1-2 months in advance.
• Set precise time frames and create a schedule. When changing office locations, accuracy is essential.
• Announce the date and location of the move to corporate managers and senior management.
• Share the new office address with current vendors, clients, and contacts.

Office Moving Needs

• Make an inventory list of all items and equipment.
• Check your office equipment and large furniture items to determine if they should be disassembled before transportation.
• Consider transportation services for additional non-furniture items (coffee makers, appliances, etc.).
• Decide how much work you can do and how much you can outsource to an office removal company.
• Find a reliable moving company. Get quotes and consultation to pick the best option for your budget.
• Hire a designer for your new office space if needed.

Office Relocation Planning

• Assign an office move planning team and segregate responsibilities.
• Print the checklist for office relocation and share it with managers and employees.
• Check for additional services (storage facilities, packing, etc.).
• Plan the logistics and sign an agreement with the mover company.
• Measure your new office space to understand ​​how you can best use it.
• Decide whether you need equipment, furniture, or other items for the new office. Make orders in advance.
• Arrange cleaning after moving out of the current office.

Office Relocation Communication Plan

• Check and update your current client lists.
• Start a communication process to avoid hassle and misunderstandings. Share the move date and new location with everyone who may be affected:
  
  • Partners and clients
  • Equipment vendors
  • Professional organizations
  • Service providers
  • Utilities
    
• Write a press release to the public.
• Submit the change-of-address forms to the post office.
• Update addresses for company stationery (envelopes, forms, letterheads, business cards, etc.).
• Provide all the necessary details and tasks to each company’s employee.

Office Moving Preparations

• Set colour codes and tags for each department.
• Decide how to label equipment and gadgets after inventorying items.
• Make digital copies of all the papers, documents, and contracts.
• Plan out new space and set your office design. Include dimensions and a detailed floor plan. Once you’re done, send the plan to the moving team.
• Design the office layout and determine a seating chart.
• Notify the insurance carrier of your commercial move.
• Inspect your office space for any damage.

6–12 Months Before The Move

Moving can seem overwhelming, but planning makes it manageable. A relocation office checklist is vital—it shows what’s done and what’s next.

Start planning early, ideally 3-6 months before D-day. Here’s a corporate office move checklist guide:

• Appoint a dedicated project manager to oversee the company location transition process.
• Find and hire a competent telephone and computer cabling company for a new company communication setup.
• Start inventorying workplace equipment, furniture, and supplies for easy and hassle-free organization and logistics during the relocation.
• Consider extra services like storage or professional packing assistance, and book as needed.
• Review and update insurance policies to ensure coverage during the relocation and for the new workspace.

3–6 Months Before The Move

• Schedule meetings with the “moving team” to discuss the relocation timeline and address any concerns or questions.
• Research local amenities and services near the new office location, such as restaurants, banks, and transportation options, to familiarize employees with their new surroundings.
• Develop a communication plan to keep employees informed and engaged throughout the relocation process, including regular updates via email, meetings, or company newsletters.
• To streamline the transition process, start decluttering, organizing the office space, and disposing of unnecessary items or outdated equipment.
• Evaluate potential renovations or upgrades needed at the new office location, such as painting, carpeting, or electrical work, and make arrangements with contractors as necessary.
• Arrange for IT infrastructure assessment and upgrades if necessary.
• Plan employee training sessions for new systems or equipment in the new office.

2 Months Before Your Move

• Arrange phone and internet installation at the new office location.
• Make a detailed plan for setting up computers and IT systems, considering whether additional help is needed.
• Audit and create a master list of keys, parking passes, and access cards.
• Ensure all employees are aware of the relocation timeline and their responsibilities.
• Schedule a walkthrough of the new office space to assess any necessary repairs or modifications.
• Research local amenities near the new office, such as restaurants and coffee shops, for employee convenience.

One Month Before Your Move

• Inventory and tag office items to avoid loss.
• Collect relocation supplies for employees.
• Transfer utilities and research options for a new location.
• Create a change-of-address list for clients and update listings.
• Hold a meeting at the new premises with all involved parties.
• Share specific moving day instructions for staff and schedule for unpacking.
• Book loading docks or moving elevators at old and new locations if necessary.
• Provide recycling and garbage bins for employees to purge unnecessary items.
• Encourage employees to start decluttering their desks and workspaces.
• Arrange temporary storage if needed.
• Schedule IT team for equipment disassembly and setup.
• Notify building management of the move-in date.
• Coordinate with HR for employee relocation assistance.
• Distribute floor plan of new office layout to employees.
• Finalize transportation arrangements for employees.
• Communicate packing guidelines and deadlines to employees.
• Arrange for cleaning services at old and new offices.
• Confirm security measures for new office space.

Two Weeks Before Your Move

• Arrange for staff to tour the new location.
• Update the new office address on the company website, social media channels, and all other digital channels.
• Coordinate with the relocation company for final logistics.
• Confirm the schedule and details with all stakeholders.
  Pack remaining items and label boxes.
• Disassemble furniture and equipment as needed for transportation.
• Notify utility companies about the upcoming relocation and schedule disconnection or connection of services as needed.
• Communicate any special instructions or requirements to the movers, such as handling delicate equipment or furniture.

One Week Before Your Move

• Confirm the moving day schedule and details with all stakeholders.
• Remind employees to pack personal belongings and label boxes.
• Prepare an emergency contact list for vendors.
• Provide boxing supplies and start boxing.
• Distribute access cards/IDs to employees.
• Conduct a final review of the moving into a new office checklist to ensure all tasks are completed.
• If there are any last-minute changes, make sure staff and vendors are duly informed about them.
• Double-check utilities and services at old and new locations for smooth transition.
• Notify the IT department of any special equipment requiring extra care during the move.
• Confirm arrangements for loading docks or elevators with building management at both locations.
• Arrange for someone to handle mail forwarding and address changes with relevant parties.
• Remind employees to back up important files and data on company computers.

Days Before The Move

• Review your moving day plan and make adjustments as needed. Share the final plan with employees and movers if everything is in order.
• Divide responsibilities. Provide detailed instructions regarding inventory and packing to employees and make a to-do list for each.
• Make back-ups for your systems.
• Check labels, tags, and color codes to ensure they are correct.
• Deliver some of the boxes to the new office. This will make moving day more relaxed.

Moving Day

• Protect the floor and door frames to avoid possible damage.
• Prepare a case/box to store cables, USBs, small details, etc.
• Disassemble office equipment and computers.
• Give instructions and cooperate with your office movers.
• After arriving, inspect your belongings for damage and pay for moving services if everything is okay.
• Check the utilities in the new office (Internet, air conditioning, electricity, etc.).

After the Move

• Once you arrive at the new location, you are almost done. However, the moving office checklist has a few more points to add to the finishing touch.
• Start unpacking common office locations. Inform your employees to unload personal belongings and set up their workspaces.
• Share internal contact lists.
• Distribute new vital cards, passes, and office keys.
• When all the tasks are done, inspect if everything works properly (equipment, computers, etc.).

A moving company in Calgary, AB Best Moves offers office moving services from Calgary to different cities so that you can rely on us as your:

• Cochrane moving company,
• High River moving company,
• Okotoks moving company,
• Strathmore moving company.

Check other local moving directions on the website.