Business Move Checklist

Business Move Checklist

❑ Select a move committee. This is typically made of representatives from IT, HR, Facility Management and other qualified people. ❑ Establish a relocation budget. ❑ Determine whether the move warrants hiring a move management consultant. If so, interview and hire third-party partner. ❑ Coordinate moving of servers with IT Consultant or staff. Consider transitioning to cloud based services. ❑ Contact business phone and internet service providers to schedule service transfers. ❑ Determine if copiers, lab equipment, electronics, computer equipment, etc. requires specialized or approved vendors to move it. ❑ Check existing lease for restoration requirements for returning current space to landlord. ❑ If applicable, reserve the building elevators for move out of existing building or into the new building. ❑ Order keys for the building. ❑ Hire signage vendor to create and install new signage. Contact the new building property management to inquire about signage placement. ❑ Interview 2-4 moving companies. ❑ Order new letterhead, business cards and forms. 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. ❑ 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.

2 Months Prior to Move:

❑ Coordinate with IT and phone vendor on server move, desktop, and business phone system (PBX) timelines. ❑ Assemble Move Team and Move Liaisons. ❑ Schedule weekly move coordination meetings. ❑ Determine teardown and installation responsibilities and timing. ❑ Create furniture layout plans. ❑ Prepare equipment ID matrix of all equipment moving. Review special equipment installation requirements and coordinate with users. ❑ Develop preliminary move schedule. 1 Month Prior to Move: ❑ Assign move numbers, labeling and tagging scheme. Prepare floor plans and layouts. ❑ Create employee move packets and instructions. ❑ Plan company move orientation meeting. ❑ Discuss and agree on move insurance needs with insurance provider. ❑ Modify new space to meet equipment demands as necessary. ❑ Fine tune move schedule. 2 Weeks Prior to Move: ❑ Finalize move schedule. ❑ Conduct employee move orientation meeting. ❑ Distribute employee move packets. ❑ Schedule packing material and label delivery. ❑ Prepare employee welcome packet to the new space. ❑ Move team preparation – channels for communication, change requests and emergency contacts. ❑ Schedule move day.
Identify ‘lost and found’ at both origin and destination. ❑ Identify move command central – for mover and employee inquiries.

Move Week:

❑ Order packing material and labels. ❑ Tag and label destination site – room numbering and equipment IDs. ❑ Mount ‘You are here’ floor plans and color-coding instructions. ❑ Distribute new contact lists. ❑ Review and finalize all move schedules and distribute to move team. ❑ Prepare building for move: surface protection, corner guards, etc. ❑ Distribute new security ID card key entry badges.

Move Day(s):

❑ Assign origin and destination move liaisons. ❑ Complete job walk each day and inspect damage and inventory belongings. ❑ Distribute employee welcome packets at their new destinations.

Post Move Support:

❑ Move central command post – support employee inquiries, lost & found, etc. ❑ Dispatch appropriate team(s) for post move support. ❑ Survey for damage – prepare and submit reports.