![\"\"](\"https:\/\/www.instantoffices.com\/blog\/wp-content\/uploads\/2024\/03\/Office-Moving-Checklist-Instant-Offices-scaled.jpg\")
<\/a><\/p>\nYour 1-Year Countdown for Moving Office<\/span><\/span><\/span><\/strong><\/h2>\nInstant is<\/span> here to help \u2013 <\/span>read<\/span> our handy guide to <\/span>making<\/span> the<\/span> move, and<\/span> follow the suggested timeline to get through the process<\/span> without unnecessary stress<\/span> and hassle<\/span>.<\/span> <\/span><\/span> <\/span><\/strong><\/p>\n6-12 Months <\/span>to<\/span> Moving Day<\/span>: First Things First<\/span><\/span> <\/span><\/span><\/span><\/span><\/strong><\/h2>\nOnce you\u2019ve decided to make a move, start taking care of the first steps. Do this 6 to 12 months before your planned moving date \u2013 the sooner the better.<\/strong><\/p>\n\n- Review your office lease. Note that if you\u2019re planning to leave early, it could cost you your deposit. You may also be responsible for any breakages or damage to the space that might occur during the move. Make sure you\u2019re informed.<\/li>\n
- Set your budget for the move. This includes dilapidation responsibilities for the old space, a deposit for the new space, moving company fees, IT setup, new furniture and\/or equipment, allowance for potential breakages, etc.<\/li>\n
- Set out a plan to decommission the old office. That means cleaning, repairs, removing branding and restoring the space to its original state.<\/li>\n
- Start looking for office spaces<\/a> that match your business\u2019 sustainability and growth needs.<\/li>\n
- Once you have chosen a new office, get a detailed floor plan for the space.<\/li>\n
- Measure the new space and plan your new office layout<\/a>.<\/li>\n
- Do a walkthrough of the new space and make a \u201csnag list\u201d for your new landlord or property manager to address.<\/li>\n
- Research local moving companies. Get at least three comparative moving quotes to find the best value for money.<\/li>\n
- Research whether you need moving insurance for certain equipment and machinery.<\/li>\n<\/ol>\n
3-6 Months <\/span>to<\/span> Moving Day<\/span>: Communication<\/span><\/span><\/strong><\/h2>\nThis phase of the move is all about proper communication. <\/span>Once<\/span> you\u2019ve<\/span> decided on<\/span> your moving date,<\/span> it\u2019s<\/span> time to<\/span> let<\/span> all the<\/span> internal and external parties know about your upcoming relocation.<\/span><\/span> <\/span><\/strong><\/p>\n\n- Notify your current landlord and property manager, and give official notice.<\/li>\n
- Hold a meeting to notify all your team members of the moving date and new office address. Explain the reason for the move, the benefits to your team members and the changes it may bring about in their day-to-day routine.<\/li>\n
- Put together an in-office project management\/planning team to delegate tasks and be responsible for the moving process.<\/li>\n
- Make sure all team members know what their responsibilities will be ahead of time.<\/li>\n
- Confirm your moving date and make a reservation with your chosen moving company.<\/li>\n
- Notify your local partners, affiliates and suppliers about the upcoming move, especially those who will be affected by your change of contact information.<\/li>\n<\/ol>\n
Who to send a change of address notice to:<\/strong><\/em><\/span><\/h4>\n\n- Clients and partners<\/li>\n
- Service providers and suppliers<\/li>\n
- Any professional organisations you belong to<\/li>\n
- Statutory bodies (such as HMRC, Companies House etc.)<\/li>\n
- Any accounts departments<\/li>\n
- Your Internet service provider<\/li>\n
- Banks and financial institutions<\/li>\n
- Insurance companies<\/li>\n
- Telephone company<\/li>\n
- Foodservice or bottled water providers<\/li>\n
- Stationery services<\/li>\n
- Service companies for photocopiers or printers<\/li>\n
- Any additional services your company makes use of<\/li>\n<\/ul>\n
1<\/span>-3 Months <\/span>to<\/span> Moving Day: <\/span>Preparing Your Space<\/span><\/span><\/strong><\/span><\/h2>\nNow <\/span>it\u2019s<\/span> time to start packing up and decommissioning your current workspace while making sure the new office is ready for you to move in.<\/span><\/strong><\/p>\n\n- Create an inventory of your current office furniture and equipment.<\/li>\n
- Consult with providers for any new furniture and equipment you might need.<\/li>\n
- Place orders for new furniture and stationery if needed.<\/li>\n
- Arrange external storage facilities if needed.<\/li>\n
- Sell or donate any furniture and equipment you no longer need or want.<\/li>\n
- Sign any necessary official paperwork, permits and licenses.<\/li>\n
- Arrange for cleaning services at your current office and the new premises before moving day.<\/li>\n
- Arrange for vendors to make repairs or remove your branding from the old premises.<\/li>\n
- Send a detailed floor plan to your movers, or arrange a meeting at the new premises if needed.<\/li>\n<\/ol>\n
1 <\/span>Month<\/span> to <\/span>Moving Day: Prepar<\/span>ing Y<\/span>our Team<\/span><\/span><\/span><\/strong><\/span><\/h2>\nMake sure <\/span>all team members know<\/span> what to expect when moving day comes.<\/span><\/span> <\/span><\/strong><\/em><\/span><\/h4>\n\n- Assign colour codes to each department. Work with a detailed floor plan and allocate colour-coded stickers to each department section.<\/li>\n
- Assign each team member a number, and add that corresponding number to their desk and equipment.<\/li>\n
- Clearly define and label communal spaces on your new floor plan.<\/li>\n
- Book parking space permits, local licences and elevators for the moving day if needed.<\/li>\n
- Finalise access codes and security for the new premises.<\/li>\n<\/ol>\n
What should your project management\/planning team focus on at this stage?<\/span><\/i><\/b> <\/span><\/p>\n\n- Assign a member of each team to oversee their department\u2019s packing responsibilities.<\/span> <\/span><\/li>\n
- Decide on packing procedures and layout.<\/span> <\/span><\/li>\n
- Draft directions to the new office, including instructions on parking, public transport etc.<\/span> <\/span><\/li>\n
- Put together a \u201cmoving pack\u201d for each staff member, including their allocated desk number, colour code, and information about the new location.<\/span> <\/span><\/li>\n<\/ul>\n
\n- Determine a standardised way to label laptops, screens, hard drives, keyboards etc. and make sure all staff are informed.<\/span> <\/span><\/li>\n
- Ensure that everyone takes home personal belongings and devices.<\/span> <\/span><\/li>\n
- Decide who will stay at the current location until the last moving truck has left and who will be going to the new place to supervise.<\/span> <\/span><\/li>\n
- Arrange for each department to empty and pack or seal their filing cabinets etc.<\/span> <\/span><\/li>\n
- Ensure that colour-coded signs and desk numbers are laid out and marked in the new space.<\/span> <\/span><\/li>\n
- Ensure that keys, access codes or tags and security information are all available.<\/span> <\/span><\/li>\n<\/ul>\n
1-2 Weeks to Moving Day: Gearing Up<\/span> <\/span><\/h2>\nIt\u2019s time to start packing and planning the logistics of moving day.<\/span><\/b> <\/span><\/p>\n\n- Create a detailed moving day plan for your staff to follow.<\/span> <\/span><\/li>\n
- Draft a list of emergency contact numbers for everyone involved in the move, including elevator maintenance and building management. <\/span> <\/span><\/li>\n
- Disassemble any office equipment and furniture as needed.<\/span> <\/span><\/li>\n
- Pack the non-essential items and label each box with its contents.<\/span> <\/span><\/li>\n<\/ol>\n
The Day Before: Final Steps<\/span> <\/span><\/h2>\nMake sure everything is prepared for the movers arriving the following day.<\/span><\/b> <\/span><\/p>\n\n- Pack all remaining items and label each box with its contents.<\/span> <\/span><\/li>\n
- Review your schedule with the moving team.<\/span> <\/span><\/li>\n
- Update your company website, social media accounts and online business listings with your new contact details.<\/span> <\/span><\/li>\n<\/ol>\n
Moving Day: Getting it Done <\/span><\/h2>\nOnce moving day arrives, you should be feeling well-prepared. Here are some more steps you can take to ensure everything goes smoothly on the big day.<\/span><\/b> <\/span><\/p>\n\n- Speedy Internet\/Wi-Fi access should be a top priority. Book a date for telephone lines and systems to become operational.<\/span> <\/span><\/li>\n
- Arrange for the installation of new IT systems.<\/span> <\/span><\/li>\n
- Project management representatives should be available to ensure all the colour-coded items are placed in suitable locations, and all desks are in the right places along with their numbered boxes.<\/span> <\/span><\/li>\n
- Allow a budget for refreshments for the moving team and internal representatives.<\/span> <\/span><\/li>\n
- If needed, arrange to have the air conditioning on during the move.<\/span> <\/span><\/li>\n
- Keep your emergency numbers close at hand, either as a printout or a list stored on your mobile phone.<\/span> <\/span><\/li>\n
- Do a final walkthrough of the old workspace, to check that no items were left behind and document any property damage.<\/span> <\/span><\/li>\n
- Collect all passes, key cards and keys for the old premises and make sure they are returned.<\/span> <\/span><\/li>\n<\/ol>\n
After Moving Day: Settling In<\/span> <\/span><\/h2>\nThe big move is over! Now it\u2019s time to get the last few things set up, so you can get back down to business as soon as possible.<\/span><\/b> <\/span><\/p>\n\n- Ensure that all areas are clearly defined and demarcated for staff to see.<\/span> <\/span><\/li>\n
- Set up all computers and tech equipment.<\/span> <\/span><\/li>\n
- Set up telephone lines and systems.<\/span> <\/span><\/li>\n
- Hand out new passes, key cards and keys for the new office.<\/span> <\/span><\/li>\n
- Create and distribute a new internal contact list if needed.<\/span> <\/span><\/li>\n
- Make sure your insurance has been transferred.<\/span> <\/span><\/li>\n
- Confirm that any deposits have been received from the old premises.<\/span> <\/span><\/li>\n
- Check all invoices and payments.<\/span> <\/span><\/li>\n
- Issue a press release about your change of address.<\/span> <\/span><\/li>\n
- Set up a planning committee to put together an office-warming party.<\/span> <\/span><\/li>\n
- Add a special touch by leaving a \u201cwelcome pack\u201d on each team member\u2019s desk, with their name, job title, a welcome note, and some treats to get them through a busy day.<\/span>
6-12 Months <\/span>to<\/span> Moving Day<\/span>: First Things First<\/span><\/span> <\/span><\/span><\/span><\/span><\/strong><\/h2>\nOnce you\u2019ve decided to make a move, start taking care of the first steps. Do this 6 to 12 months before your planned moving date \u2013 the sooner the better.<\/strong><\/p>\n\n- Review your office lease. Note that if you\u2019re planning to leave early, it could cost you your deposit. You may also be responsible for any breakages or damage to the space that might occur during the move. Make sure you\u2019re informed.<\/li>\n
- Set your budget for the move. This includes dilapidation responsibilities for the old space, a deposit for the new space, moving company fees, IT setup, new furniture and\/or equipment, allowance for potential breakages, etc.<\/li>\n
- Set out a plan to decommission the old office. That means cleaning, repairs, removing branding and restoring the space to its original state.<\/li>\n
- Start looking for office spaces<\/a> that match your business\u2019 sustainability and growth needs.<\/li>\n
- Once you have chosen a new office, get a detailed floor plan for the space.<\/li>\n
- Measure the new space and plan your new office layout<\/a>.<\/li>\n
- Do a walkthrough of the new space and make a \u201csnag list\u201d for your new landlord or property manager to address.<\/li>\n
- Research local moving companies. Get at least three comparative moving quotes to find the best value for money.<\/li>\n
- Research whether you need moving insurance for certain equipment and machinery.<\/li>\n<\/ol>\n
3-6 Months <\/span>to<\/span> Moving Day<\/span>: Communication<\/span><\/span><\/strong><\/h2>\nThis phase of the move is all about proper communication. <\/span>Once<\/span> you\u2019ve<\/span> decided on<\/span> your moving date,<\/span> it\u2019s<\/span> time to<\/span> let<\/span> all the<\/span> internal and external parties know about your upcoming relocation.<\/span><\/span> <\/span><\/strong><\/p>\n\n- Notify your current landlord and property manager, and give official notice.<\/li>\n
- Hold a meeting to notify all your team members of the moving date and new office address. Explain the reason for the move, the benefits to your team members and the changes it may bring about in their day-to-day routine.<\/li>\n
- Put together an in-office project management\/planning team to delegate tasks and be responsible for the moving process.<\/li>\n
- Make sure all team members know what their responsibilities will be ahead of time.<\/li>\n
- Confirm your moving date and make a reservation with your chosen moving company.<\/li>\n
- Notify your local partners, affiliates and suppliers about the upcoming move, especially those who will be affected by your change of contact information.<\/li>\n<\/ol>\n
Who to send a change of address notice to:<\/strong><\/em><\/span><\/h4>\n\n- Clients and partners<\/li>\n
- Service providers and suppliers<\/li>\n
- Any professional organisations you belong to<\/li>\n
- Statutory bodies (such as HMRC, Companies House etc.)<\/li>\n
- Any accounts departments<\/li>\n
- Your Internet service provider<\/li>\n
- Banks and financial institutions<\/li>\n
- Insurance companies<\/li>\n
- Telephone company<\/li>\n
- Foodservice or bottled water providers<\/li>\n
- Stationery services<\/li>\n
- Service companies for photocopiers or printers<\/li>\n
- Any additional services your company makes use of<\/li>\n<\/ul>\n
1<\/span>-3 Months <\/span>to<\/span> Moving Day: <\/span>Preparing Your Space<\/span><\/span><\/strong><\/span><\/h2>\nNow <\/span>it\u2019s<\/span> time to start packing up and decommissioning your current workspace while making sure the new office is ready for you to move in.<\/span><\/strong><\/p>\n\n- Create an inventory of your current office furniture and equipment.<\/li>\n
- Consult with providers for any new furniture and equipment you might need.<\/li>\n
- Place orders for new furniture and stationery if needed.<\/li>\n
- Arrange external storage facilities if needed.<\/li>\n
- Sell or donate any furniture and equipment you no longer need or want.<\/li>\n
- Sign any necessary official paperwork, permits and licenses.<\/li>\n
- Arrange for cleaning services at your current office and the new premises before moving day.<\/li>\n
- Arrange for vendors to make repairs or remove your branding from the old premises.<\/li>\n
- Send a detailed floor plan to your movers, or arrange a meeting at the new premises if needed.<\/li>\n<\/ol>\n
1 <\/span>Month<\/span> to <\/span>Moving Day: Prepar<\/span>ing Y<\/span>our Team<\/span><\/span><\/span><\/strong><\/span><\/h2>\nMake sure <\/span>all team members know<\/span> what to expect when moving day comes.<\/span><\/span> <\/span><\/strong><\/em><\/span><\/h4>\n\n- Assign colour codes to each department. Work with a detailed floor plan and allocate colour-coded stickers to each department section.<\/li>\n
- Assign each team member a number, and add that corresponding number to their desk and equipment.<\/li>\n
- Clearly define and label communal spaces on your new floor plan.<\/li>\n
- Book parking space permits, local licences and elevators for the moving day if needed.<\/li>\n
- Finalise access codes and security for the new premises.<\/li>\n<\/ol>\n
What should your project management\/planning team focus on at this stage?<\/span><\/i><\/b> <\/span><\/p>\n\n- Assign a member of each team to oversee their department\u2019s packing responsibilities.<\/span> <\/span><\/li>\n
- Decide on packing procedures and layout.<\/span> <\/span><\/li>\n
- Draft directions to the new office, including instructions on parking, public transport etc.<\/span> <\/span><\/li>\n
- Put together a \u201cmoving pack\u201d for each staff member, including their allocated desk number, colour code, and information about the new location.<\/span> <\/span><\/li>\n<\/ul>\n
\n- Determine a standardised way to label laptops, screens, hard drives, keyboards etc. and make sure all staff are informed.<\/span> <\/span><\/li>\n
- Ensure that everyone takes home personal belongings and devices.<\/span> <\/span><\/li>\n
- Decide who will stay at the current location until the last moving truck has left and who will be going to the new place to supervise.<\/span> <\/span><\/li>\n
- Arrange for each department to empty and pack or seal their filing cabinets etc.<\/span> <\/span><\/li>\n
- Ensure that colour-coded signs and desk numbers are laid out and marked in the new space.<\/span> <\/span><\/li>\n
- Ensure that keys, access codes or tags and security information are all available.<\/span> <\/span><\/li>\n<\/ul>\n
1-2 Weeks to Moving Day: Gearing Up<\/span> <\/span><\/h2>\nIt\u2019s time to start packing and planning the logistics of moving day.<\/span><\/b> <\/span><\/p>\n\n- Create a detailed moving day plan for your staff to follow.<\/span> <\/span><\/li>\n
- Draft a list of emergency contact numbers for everyone involved in the move, including elevator maintenance and building management. <\/span> <\/span><\/li>\n
- Disassemble any office equipment and furniture as needed.<\/span> <\/span><\/li>\n
- Pack the non-essential items and label each box with its contents.<\/span> <\/span><\/li>\n<\/ol>\n
The Day Before: Final Steps<\/span> <\/span><\/h2>\nMake sure everything is prepared for the movers arriving the following day.<\/span><\/b> <\/span><\/p>\n\n- Pack all remaining items and label each box with its contents.<\/span> <\/span><\/li>\n
- Review your schedule with the moving team.<\/span> <\/span><\/li>\n
- Update your company website, social media accounts and online business listings with your new contact details.<\/span> <\/span><\/li>\n<\/ol>\n
Moving Day: Getting it Done <\/span><\/h2>\nOnce moving day arrives, you should be feeling well-prepared. Here are some more steps you can take to ensure everything goes smoothly on the big day.<\/span><\/b> <\/span><\/p>\n\n- Speedy Internet\/Wi-Fi access should be a top priority. Book a date for telephone lines and systems to become operational.<\/span> <\/span><\/li>\n
- Arrange for the installation of new IT systems.<\/span> <\/span><\/li>\n
- Project management representatives should be available to ensure all the colour-coded items are placed in suitable locations, and all desks are in the right places along with their numbered boxes.<\/span> <\/span><\/li>\n
- Allow a budget for refreshments for the moving team and internal representatives.<\/span> <\/span><\/li>\n
- If needed, arrange to have the air conditioning on during the move.<\/span> <\/span><\/li>\n
- Keep your emergency numbers close at hand, either as a printout or a list stored on your mobile phone.<\/span> <\/span><\/li>\n
- Do a final walkthrough of the old workspace, to check that no items were left behind and document any property damage.<\/span> <\/span><\/li>\n
- Collect all passes, key cards and keys for the old premises and make sure they are returned.<\/span> <\/span><\/li>\n<\/ol>\n
After Moving Day: Settling In<\/span> <\/span><\/h2>\nThe big move is over! Now it\u2019s time to get the last few things set up, so you can get back down to business as soon as possible.<\/span><\/b> <\/span><\/p>\n\n- Ensure that all areas are clearly defined and demarcated for staff to see.<\/span> <\/span><\/li>\n
- Set up all computers and tech equipment.<\/span> <\/span><\/li>\n
- Set up telephone lines and systems.<\/span> <\/span><\/li>\n
- Hand out new passes, key cards and keys for the new office.<\/span> <\/span><\/li>\n
- Create and distribute a new internal contact list if needed.<\/span> <\/span><\/li>\n
- Make sure your insurance has been transferred.<\/span> <\/span><\/li>\n
- Confirm that any deposits have been received from the old premises.<\/span> <\/span><\/li>\n
- Check all invoices and payments.<\/span> <\/span><\/li>\n
- Issue a press release about your change of address.<\/span> <\/span><\/li>\n
- Set up a planning committee to put together an office-warming party.<\/span> <\/span><\/li>\n
- Add a special touch by leaving a \u201cwelcome pack\u201d on each team member\u2019s desk, with their name, job title, a welcome note, and some treats to get them through a busy day.<\/span>
- \n
- Review your office lease. Note that if you\u2019re planning to leave early, it could cost you your deposit. You may also be responsible for any breakages or damage to the space that might occur during the move. Make sure you\u2019re informed.<\/li>\n
- Set your budget for the move. This includes dilapidation responsibilities for the old space, a deposit for the new space, moving company fees, IT setup, new furniture and\/or equipment, allowance for potential breakages, etc.<\/li>\n
- Set out a plan to decommission the old office. That means cleaning, repairs, removing branding and restoring the space to its original state.<\/li>\n
- Start looking for office spaces<\/a> that match your business\u2019 sustainability and growth needs.<\/li>\n
- Once you have chosen a new office, get a detailed floor plan for the space.<\/li>\n
- Measure the new space and plan your new office layout<\/a>.<\/li>\n
- Do a walkthrough of the new space and make a \u201csnag list\u201d for your new landlord or property manager to address.<\/li>\n
- Research local moving companies. Get at least three comparative moving quotes to find the best value for money.<\/li>\n
- Research whether you need moving insurance for certain equipment and machinery.<\/li>\n<\/ol>\n
3-6 Months <\/span>to<\/span> Moving Day<\/span>: Communication<\/span><\/span><\/strong><\/h2>\n
This phase of the move is all about proper communication. <\/span>Once<\/span> you\u2019ve<\/span> decided on<\/span> your moving date,<\/span> it\u2019s<\/span> time to<\/span> let<\/span> all the<\/span> internal and external parties know about your upcoming relocation.<\/span><\/span> <\/span><\/strong><\/p>\n
- \n
- Notify your current landlord and property manager, and give official notice.<\/li>\n
- Hold a meeting to notify all your team members of the moving date and new office address. Explain the reason for the move, the benefits to your team members and the changes it may bring about in their day-to-day routine.<\/li>\n
- Put together an in-office project management\/planning team to delegate tasks and be responsible for the moving process.<\/li>\n
- Make sure all team members know what their responsibilities will be ahead of time.<\/li>\n
- Confirm your moving date and make a reservation with your chosen moving company.<\/li>\n
- Notify your local partners, affiliates and suppliers about the upcoming move, especially those who will be affected by your change of contact information.<\/li>\n<\/ol>\n
Who to send a change of address notice to:<\/strong><\/em><\/span><\/h4>\n
- \n
- Clients and partners<\/li>\n
- Service providers and suppliers<\/li>\n
- Any professional organisations you belong to<\/li>\n
- Statutory bodies (such as HMRC, Companies House etc.)<\/li>\n
- Any accounts departments<\/li>\n
- Your Internet service provider<\/li>\n
- Banks and financial institutions<\/li>\n
- Insurance companies<\/li>\n
- Telephone company<\/li>\n
- Foodservice or bottled water providers<\/li>\n
- Stationery services<\/li>\n
- Service companies for photocopiers or printers<\/li>\n
- Any additional services your company makes use of<\/li>\n<\/ul>\n
1<\/span>-3 Months <\/span>to<\/span> Moving Day: <\/span>Preparing Your Space<\/span><\/span><\/strong><\/span><\/h2>\n
Now <\/span>it\u2019s<\/span> time to start packing up and decommissioning your current workspace while making sure the new office is ready for you to move in.<\/span><\/strong><\/p>\n
- \n
- Create an inventory of your current office furniture and equipment.<\/li>\n
- Consult with providers for any new furniture and equipment you might need.<\/li>\n
- Place orders for new furniture and stationery if needed.<\/li>\n
- Arrange external storage facilities if needed.<\/li>\n
- Sell or donate any furniture and equipment you no longer need or want.<\/li>\n
- Sign any necessary official paperwork, permits and licenses.<\/li>\n
- Arrange for cleaning services at your current office and the new premises before moving day.<\/li>\n
- Arrange for vendors to make repairs or remove your branding from the old premises.<\/li>\n
- Send a detailed floor plan to your movers, or arrange a meeting at the new premises if needed.<\/li>\n<\/ol>\n
1 <\/span>Month<\/span> to <\/span>Moving Day: Prepar<\/span>ing Y<\/span>our Team<\/span><\/span><\/span><\/strong><\/span><\/h2>\n
Make sure <\/span>all team members know<\/span> what to expect when moving day comes.<\/span><\/span> <\/span><\/strong><\/em><\/span><\/h4>\n
- \n
- Assign colour codes to each department. Work with a detailed floor plan and allocate colour-coded stickers to each department section.<\/li>\n
- Assign each team member a number, and add that corresponding number to their desk and equipment.<\/li>\n
- Clearly define and label communal spaces on your new floor plan.<\/li>\n
- Book parking space permits, local licences and elevators for the moving day if needed.<\/li>\n
- Finalise access codes and security for the new premises.<\/li>\n<\/ol>\n
What should your project management\/planning team focus on at this stage?<\/span><\/i><\/b> <\/span><\/p>\n
- \n
- Assign a member of each team to oversee their department\u2019s packing responsibilities.<\/span> <\/span><\/li>\n
- Decide on packing procedures and layout.<\/span> <\/span><\/li>\n
- Draft directions to the new office, including instructions on parking, public transport etc.<\/span> <\/span><\/li>\n
- Put together a \u201cmoving pack\u201d for each staff member, including their allocated desk number, colour code, and information about the new location.<\/span> <\/span><\/li>\n<\/ul>\n
- \n
- Determine a standardised way to label laptops, screens, hard drives, keyboards etc. and make sure all staff are informed.<\/span> <\/span><\/li>\n
- Ensure that everyone takes home personal belongings and devices.<\/span> <\/span><\/li>\n
- Decide who will stay at the current location until the last moving truck has left and who will be going to the new place to supervise.<\/span> <\/span><\/li>\n
- Arrange for each department to empty and pack or seal their filing cabinets etc.<\/span> <\/span><\/li>\n
- Ensure that colour-coded signs and desk numbers are laid out and marked in the new space.<\/span> <\/span><\/li>\n
- Ensure that keys, access codes or tags and security information are all available.<\/span> <\/span><\/li>\n<\/ul>\n
1-2 Weeks to Moving Day: Gearing Up<\/span> <\/span><\/h2>\n
It\u2019s time to start packing and planning the logistics of moving day.<\/span><\/b> <\/span><\/p>\n
- \n
- Create a detailed moving day plan for your staff to follow.<\/span> <\/span><\/li>\n
- Draft a list of emergency contact numbers for everyone involved in the move, including elevator maintenance and building management. <\/span> <\/span><\/li>\n
- Disassemble any office equipment and furniture as needed.<\/span> <\/span><\/li>\n
- Pack the non-essential items and label each box with its contents.<\/span> <\/span><\/li>\n<\/ol>\n
The Day Before: Final Steps<\/span> <\/span><\/h2>\n
Make sure everything is prepared for the movers arriving the following day.<\/span><\/b> <\/span><\/p>\n
- \n
- Pack all remaining items and label each box with its contents.<\/span> <\/span><\/li>\n
- Review your schedule with the moving team.<\/span> <\/span><\/li>\n
- Update your company website, social media accounts and online business listings with your new contact details.<\/span> <\/span><\/li>\n<\/ol>\n
Moving Day: Getting it Done <\/span><\/h2>\n
Once moving day arrives, you should be feeling well-prepared. Here are some more steps you can take to ensure everything goes smoothly on the big day.<\/span><\/b> <\/span><\/p>\n
- \n
- Speedy Internet\/Wi-Fi access should be a top priority. Book a date for telephone lines and systems to become operational.<\/span> <\/span><\/li>\n
- Arrange for the installation of new IT systems.<\/span> <\/span><\/li>\n
- Project management representatives should be available to ensure all the colour-coded items are placed in suitable locations, and all desks are in the right places along with their numbered boxes.<\/span> <\/span><\/li>\n
- Allow a budget for refreshments for the moving team and internal representatives.<\/span> <\/span><\/li>\n
- If needed, arrange to have the air conditioning on during the move.<\/span> <\/span><\/li>\n
- Keep your emergency numbers close at hand, either as a printout or a list stored on your mobile phone.<\/span> <\/span><\/li>\n
- Do a final walkthrough of the old workspace, to check that no items were left behind and document any property damage.<\/span> <\/span><\/li>\n
- Collect all passes, key cards and keys for the old premises and make sure they are returned.<\/span> <\/span><\/li>\n<\/ol>\n
After Moving Day: Settling In<\/span> <\/span><\/h2>\n
The big move is over! Now it\u2019s time to get the last few things set up, so you can get back down to business as soon as possible.<\/span><\/b> <\/span><\/p>\n
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- Ensure that all areas are clearly defined and demarcated for staff to see.<\/span> <\/span><\/li>\n
- Set up all computers and tech equipment.<\/span> <\/span><\/li>\n
- Set up telephone lines and systems.<\/span> <\/span><\/li>\n
- Hand out new passes, key cards and keys for the new office.<\/span> <\/span><\/li>\n
- Create and distribute a new internal contact list if needed.<\/span> <\/span><\/li>\n
- Make sure your insurance has been transferred.<\/span> <\/span><\/li>\n
- Confirm that any deposits have been received from the old premises.<\/span> <\/span><\/li>\n
- Check all invoices and payments.<\/span> <\/span><\/li>\n
- Issue a press release about your change of address.<\/span> <\/span><\/li>\n
- Set up a planning committee to put together an office-warming party.<\/span> <\/span><\/li>\n
- Add a special touch by leaving a \u201cwelcome pack\u201d on each team member\u2019s desk, with their name, job title, a welcome note, and some treats to get them through a busy day.<\/span>
- Set up all computers and tech equipment.<\/span> <\/span><\/li>\n
- Arrange for the installation of new IT systems.<\/span> <\/span><\/li>\n
- Review your schedule with the moving team.<\/span> <\/span><\/li>\n
- Draft a list of emergency contact numbers for everyone involved in the move, including elevator maintenance and building management. <\/span> <\/span><\/li>\n
- Ensure that everyone takes home personal belongings and devices.<\/span> <\/span><\/li>\n
- Decide on packing procedures and layout.<\/span> <\/span><\/li>\n
- Assign a member of each team to oversee their department\u2019s packing responsibilities.<\/span> <\/span><\/li>\n