Business Move Checklist and Coordination Tasks

Whether you enlist the help of a construction management team or handle your business move in-house, one thing is a must: stay organized. Download our free Business Move Checklist and Business Move Coordination Tasks here to keep organized and make sure your company doesn’t miss a beat when it comes time for this exciting but challenging time in every business’ evolution. When it comes time to make a new home for your company, be sure to have this helpful resource at your finger tips.

Business Move Checklist

  • Select a move committee. This is typically made of representatives from IT, HR, Operations and other interested and qualified people.
  • Establish a preliminary relocation budget.
  • Determine whether the move warrants hiring a third-party move management consultant. If so, interview and hire third-party partner.
  • Coordinate moving of servers with IT provider/support.
  • Contact telecommunications/data provider to schedule a cut-over date.
  • Contact telephone provider to get new numbers or move existing.
  • Order data circuits and/or specialty circuits (check for lead times).
  • Order phone lines for elevator, security and any other item that may require a phone line.
  • Confirm your long distance carrier or change it.
  • Determine if any equipment requires specialized or approved vendors to move it. This could include copiers, lab equipment, certain electronics or manufacturing equipment.
  • Check existing lease for restoration requirements/conditions for returning current space to landlord.
  • Reserve the building elevator (existing for move out, new for move in).
  • Order keys from the building.
  • Contact the building to confirm locations of signage.
  • Hire signage vendor to plan, get approval for, and install new signage.
  • Obtain a qualified mover by interviewing 2-4 companies, depending on the size of job.
  • Order new letterhead, business cards, forms, and other printed marketing materials.
  • Coordinate updates to your website, email signatures, and any place else where your address appears so they can be implemented on the day of your move.
  • Notify your clients of change of address.
  • Contact the post office for change of address.
  • Contact your bank for change of address.
  • Notify vendors of change of address (coffee service, vending machines, etc.).
  • Contact the IRS for change of address.
  • Change address with any publications that are delivered to office.
  • Notify insurance carrier of change of address and new office’s requirements. Obtain certificates of insurance for the landlord, and any entities required by the lease.
  • Contact the Franchise Tax Board for change of address.
  • Contact the Employment Development Department for change of address.
  • Contact the Secretary of State for change of address.

Business Move Coordination Tasks

2 Months Prior to Move:

  • Coordinate with IT on server move, desktop, and PBX timelines.
  • Assemble ‘Move Team’ with each department having a ‘Move Liaison’.
  • Schedule weekly move coordination meetings – prepare and distribute weekly minutes & schedules.
  • Review & define areas of responsibility
  • Move sequencing/timeline preparation
  • Collect all furniture layout plans from employees for their new spaces.
  • Common areas (coffee/break rooms, copy rooms, etc.)
  • De-installation & installation responsibilities – coordination of timing
  • Prepare lab equipment ID matrix of all equipment moving (if applicable) – check/review special equipment installation compatibility/requirements (coordinate with users).
  • Develop preliminary move schedule.

1 Month Prior to Move:

  • Assign move numbers/labeling/tagging scheme – prepare floor plans/layouts.
  • Create employee move packets and instructions on how to move.
  • Prepare agenda for employee move orientation meeting.
  • Create public relations campaign with press releases to highlight new location and/or office-warming party.
  • Secure off-site storage location for old files
  • Discuss and agree on move insurance needs with company.
  • Modify new space to meet equipment demands as necessary (coordinate with users).
  • Determine security procedures for the move.
  • Coordinate to add your listing to lobby directory at new site
  • Fine tune move schedule.

2 Weeks Prior to Move:

  • Finalize move schedule.
  • Hold employee move orientation meeting.
  • Distribute employee move packets.
  • Schedule packing material and label delivery.
  • Prepare employee welcome packet to the new space (restrooms, gyms, break rooms, copy rooms, etc.).
  • Move team preparation for move – channels for communication, change requests, etc.
  • Schedule move day on site help.
  • Create a list of emergency contacts, cell phone numbers, and vendors that includes moving company, building management, utilities, telecommunications, etc.
  • Identify ‘lost and found’ at both origin and destination.
  • Identify move command central – for mover and employee inquiries.
  • Select cleaning vendor for post-move.

Move Week:

  • Schedule additional packing material and label delivery.
  • Tag and label destination site – room numbering and equipment IDs.
  • Mount ‘You are here’ floor plans and color-coding instructions.
  • Schedule training for all emergency procedures at new location.
  • Distribute contact lists for emergency/on site/on call lists.
  • Review and finalize all move sequences/schedules – distribute to move team.
  • Prep building for move – surface protection, corner guards, etc.
  • Distribute new security ID cardkey entry badges.
  • As close as possible to moving day – change locks and access codes at new location.

Move Day(s):

  • Assign origin and destination move liaisons.
  • On site help to coordinate move related questions, etc.
  • Complete job walk each day of move of schedule/completion/damage, etc.
  • Prepare ‘honey-do’ lists.
  • Allocate keys and/or access cards for new location.
  • Distribute employee welcome packets at their new destinations.

Post Move Support:

  • Move central command post – support employee inquiries, lost & found, honey-do lists, etc.
  • Dispatch appropriate team(s) for post move support – hang white boards, equipment fit up, etc.
  • Collect all access items including security cards, keys and parking passes for old location and confirm return of deposits held by landlord for items.
  • Survey for damage – prepare and submit reports.
  • Distribute new contact list and layout of department locations.
  • Prepare move punch list and action items – coordinate with appropriate contractors, etc.
  • Review final invoices against contracts.

Helpful Links for Moving