❑ 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.
❑ 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.
❑ 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.
❑ 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.
❑ 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.
❑ 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.
❑ 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.
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