Business Relocation Checklist: Important Things to Keep in Mind

Business Relocation Checklist: Important Things to Keep in Mind

Whether you’re expanding or simply need to move to a new location, relocating a business can be a tricky process if you’re not prepared and organized.

Moving a business is slightly more complicated than moving to a new home. There are a number of details that need to be considered to ensure your business can run like clockwork right after your move.

We’ve put together a useful checklist for relocating a business that should make this process a little easier.

Business Relocation Checklist

Before You Begin

Here is what you need to take care of before you start the business relocation process:

  • Select a moving committee. This can be anyone who is qualified to coordinate the move. If you have a few different departments, select a representative from each. You may even want to hire a third-party moving consultant to assist you depending on what your needs are.
  • Create a relocation budget. Do you know what you will need to spend to make the move happen?
  • Make your servers a priority. Since you will need your website, emails, and servers to be up and running as soon as you’ve moved, it’s important to prioritize this. Coordinate with your IT team or providers early on.
  • Contact data and telephone providers. Speak to your data provider about a cut-over date and move your current contact numbers if need be. You may also need to order additional phone lines depending on what you need at your new premises.
  • Search for specialized vendors. If any of your office equipment requires an approved vendor for the move, now is the time to start searching for one.
  • Check restoration requirements. Is there anything that needs to be done to the existing office space before returning it to the landlord?
  • Make arrangements at your new business premises. If you’ve already found your new office space, order the keys, arrange signage, and reserve the elevator if need be.
  • Interview moving companies. To ensure you select the best movers for the job, interview at least 2 – 3 companies and secure the company you’re happiest with.
  • Coordinate address & contact number updates. Make a list of anything that needs to be updated with your new address and contact number, including letterheads, websites, and email signatures. You will also need to contact any official organizations such as the IRS, secretary of state, insurance carriers and banks about the change of address. Don’t forget to notify your customers & vendors too.

Two Months Before Moving

  • Meet with internal moving coordinators. Schedule weekly meetings to ensure that each department is on track with what needs to be done before the move. This includes your IT providers.
  • Coordinate installation requirements. Meet with the teams that will be responsible for any equipment and technological installations.

One Month Before Moving

  • Prepare office layouts. To ensure everything runs smoothly, use the floor plans to assign move numbers and create a tagging system for all departments.
  • Schedule orientation meeting. Meet with all employees to discuss the details of the move and what will be required of them.
  • Create press releases. If you would like to highlight the fact that your business is relocating, create and send out a press release. You may even want to arrange an office-warming event.
  • Contact movers. Speak to your chosen movers about your insurance and moving requirements. You may also want to speak to them about any security procedures for the move.
  • Meet with internal moving coordinators. Schedule another meeting with the coordinators for each department to ensure everything is on track.
  • Modify new office space. If anything needs to be changed at your new business premises, this is the right time to do it.

Two Weeks Before Moving

  • Finalize moving schedule. Finalize the details of the move with all parties, including your employees.
  • Finalize delivery of moving materials. This includes boxes, labels and anything else that’s required for the move.
  • Schedule on-site help. If you will require any additional assistance on the day such as cleaning staff, schedule this now. It’s also important to arrange a cleaning crew for your old premises.
  • Circulate emergency contacts. Ensure all the relevant parties have the necessary emergency contacts.

One Week Before Moving

  • Arrange additional moving materials. If any additional moving materials are required, this is the right time to order them.
  • Tag new office space. Number the rooms and label any areas where equipment should be placed to make it easier for the movers on moving day.
  • Schedule training. Set a time and date to go over any emergency procedures with your employees at the new location.
  • Finalize move sequences. Have a final meeting with all necessary parties to go over move schedules and sequences.
  • Distribute key cards or entry badges. Ensure all employees have the necessary key cards or entry badges for the new premises.
  • Change locks and access codes. Just before you relocate to the new premises, change the locks and any access codes.

Moving Day

  • Coordinate move liaisons. Ensure that the origin and destination move liaisons have everything they need and are clear on what needs to happen.
  • Complete job walk. Do a walk through the old office space to ensure that the move has gone according to plan. This will also give you the chance to make a note of any damage that needs to be fixed.
  • Distribute welcome packs. Provide each employee with a welcome pack at the new location.

After the Move

  • Unpacking and installations. Equipment installation, unpacking, and any other tasks such as handing whiteboards can now be completed.
  • Collect all old access cards. Ensure that all employees hand in their old key cards and ID badges.
  • Survey for damage. Assess the new office space to identify any damage so that a report can be submitted.
  • Distribute new contact lists. Ensure all employees have an updated contact and employee location list.
  • Review final invoices. Compare all invoices against the quotations you received before making any final payments.

There certainly is a lot to consider when you relocate a business but with the help of professional vendors, internal team leaders, and this checklist, there’s no reason why your corporate move won’t go smoothly.

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Casandra Jordaan

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