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.

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