Considering an Office Move? Try this Checklist

If you're busting at the seams of your current office, the thought of moving to a bigger or better space may have crossed your mind. With many indicators pointing to the economy beginning to recover, now could be the perfect time for just such a consideration. There are some real potential bargains in the commercial real estate market to be had.

So, if this has even entered your mind, there are loads of questions that are likely running through your mind. How long should you allow yourself? Have I thought of everything? Is there anything I've missed? These questions can often cause folks to put aside consideration of a move. However, as Stephen King, CEO of Growthforce, said when I spoke with him yesterday, "It's not rocket science." He should know. His previous company had 7 offices before being sold to Administaff in 2005. The key is just having a coordinated effort with defined roles, and someone overseeing the process.

In the case of Growthforce, Collaboration Insights is simply playing a role in the bigger picture, while his quite capable office manager is handling the overall project management. However, for many small business owners, the task of moving offices can still seem overwhelming. If this is the case, Collaboration Insights can provide complete project management oversight to your upcoming move if you so desire.

Regardless of whether you bring in an outsourced project manager, or decide to go it on your own, I've posted a fairly comprehensive checklist below.

For you move veterans, feel free to fill in anything you feel I've overlooked.

	Office Move Plan
	Responsible	Due Date	% Complete	Comments
	4-12 MONTHS PRIOR TO MOVE DAY
Create a master checklist of tasks
Choose a move coordinator
Choose a real estate broker
Meet with the building manager
Decide on the layout of the new location
Set budget
Choose the move day
Communicate to employees
Identify major tenant improvement needs
Start choosing contractors
Obtain necessary permits
Order new phone and fax numbers
	2-4 MONTHS PRIOR TO MOVE DAY
	LOGISTICAL
Hire Movers
Order signage for new location
Hire commercial cleaning service
Order change of address labels
	TELECOM & IT
Order Internet Access
Evaluate and upgrade your phone system
Order additional phone lines
Order long distance service or VoIP service
Evaluate server room needs
	FURNISHINGS
Design office space and layout
Order systems furniture
Order desks
Order chairs
	1-2 MONTHS PRIOR TO MOVE DAY
	LOGISTICAL
Assign office space
Get rid of the junk
Send change of address to all vendors
Send change of address to all customers
Update your web site
	OFFICE EQUIP & SERVICES
Get Insurance Quotes for New Space
Arrange for copier move or buy new equipment
Order monitored alarm system
closed circuit television
Order keys, access cards
Arrange for office coffee service
Order vending machines
Order checks and update financial records
	1 MONTH PRIOR TO MOVE DAY
	Preparing existing equipment and supplies
Inventory existing computers
Inventory and tag existing furniture
Store property that will not be moved
Obtain moving crates/cartons
Pack up common areas
Tag all wall items and move to central location
	Preparing the new office
Build out new office
Install systems furniture
Install phone system
Assign new phone numbers, extensions
Order utilities
	Other tasks
Notify Post Office of change of address
Order new stationery
	WEEK OF MOVE DAY
	Getting ready to leave the old office
Pack up desks, personal spaces
Back up computers
Take down systems furniture
Empty, defrost and clean refrigerator
	Final prep for the new office
Map out the new location and label everything appropriately
Inspect the new building
Reserve freight elevators and loading docks
Distribute new keys, cards
	MOVING DAY & BEYOND
	Moving day essentials
Post coded signs in new office for movers
Protect main moving paths
Move plants
Set up a "Lost and Found"
Clean out old office
	After the Move
Collect old keys, cards
Replace office art
Periodically visit old office to pick up mail
Schedule security, phone training