Office Relocation Checklist
Moving an office is a full time project that requires superior organization and preparedness. Moving Relocation Systems . appreciates the magnitude and uniqueness of this type of relocation. We created a checklist including some of the most common tasks to assist you in moving your business. In addition to identifying and communicating floor plans, furniture placement, electrical/data/phone configurations, you may also consider taking the opportunity to thoroughly clean all office equipment.
- Obtain a floor plan of your current office layout
- Obtain a blue print of your new office location
- Create a proposed furniture orientation / office layout using blue print obtained
- Obtain approval on new layout
- Obtain quotes on required build out at new location
- Determine PC and Printer Locations in new space
- Determine location of shared office equipment (i.e. fax machines)
- Identify personal printers on the floor plan
- Identify analog lines on the floor plan
- Identify data lines on the floor plan
- Identify jack locations for voice and data
- If modular furniture is being used, identify the network cabling
- Obtain bids for any work that is required based on current plans
- Review final space plans and include electrical and furniture placement
- Begin compiling costs for move budget
- Evaluate new location to determine if there are any special limitations for movers
- Assign each new office space with an identification number
- Record all of the information you have learned
- Identify co-workers to be team members on project team
- Have a backup team member for any one that may not be available
- Establish a Computer Team – Responsible for all aspects of PC moves
- Establish a Testing Team – Responsible for testing all workstations
- Establish a Data Team – Responsible for ensuring all data is backed up
- Establish a Printer Team – Responsible for installing and configuring all printers
- Establish a Network Team – Responsible for all network equipment including testing
- Establish an Employee Team – Responsible for communicating to employees and making sure all employee related issues are handled during move
- Establish a Vendor Liaison – This person is responsible for interfacing with all vendors
- Review all layout plans and jack locations for all equipment with team leaders
- Create an outline for each team member and vendor as needed
Labeling For Move Day
- Label all analog lines with ‘A’, digital phone lines ‘V’, and data lines ‘D’
- All wiring should be labeled with the device ID to which it belongs
- All wiring should be labeled with the location it will be moved in the new layout
- All computer equipment should be labeled with the identification number assigned to the new space
- Label all boxes and binders with the identification number of their new home
- Color code labels for items belonging in network rooms or other common areas. Each color should correspond to a unique common space in the new location. At the new location the color should be clearly present on the door or wall space next to the door for easier unpacking.
- Place each color on the building layout diagram you have created
- Ensure all team members are familiar with coding system
- Communicate color-coding system with Big Foot Moving & Storage, Inc. along with a copy of the layout
Wiring / Cabling / Phone / Internet / Etc.
- Identify the telephone / server room at the new location and label it on the floor plan
- Ensure that the new server room is centralized to avoid the Ethernet UTP length limit
- Confirm minimum requirements for server room are met (electrical, cooling, dimensions, security, etc.)
- Schedule wiring according to project timeline and obtain outside consultant if required
- Identify cost and time constraints for wiring work
- Document cost and time in project plan / project budget
- Test all network and phone drops as soon as possible so problems can be corrected
- Use layout of desks to estimate cable size requirements
- Plan for any future configurations and wire leave additional wiring in each wall
- Test all back-up batteries for phone switches and servers and take inventory of all items
- Contact vendors for 800 numbers and schedule cutover date. Test the new phone lines several days before the move.
- Disconnect all paid lines at old location
- Review the programming and routing on the voice mail system to make sure everything is working as it should
- Determine what type of Internet is available at the new location. If a T1 is required 6-8 weeks is often required notice.
- If the ISP is changed from the current provider identify any changes that may be required to Company Website
- Take a complete inventory of all existing equipment
- Determine what moves and what should be sold or donated
- Identify any new equipment that may be required
- Document all cost for project budget along with estimated arrival dates for project plan
- Have a physical backup (bootable media) for all servers
- Have spare cables and other parts on hand
- You should not transport the backup media in the moving truck. Carry that by hand and if possible have two copies in two separate locations.
- Review equipment repair orders and identify those items that are likely to have a problem on move day. Test those items first.
Meetings and Communication
- Create a contact list for move day and include all key personnel, vendors, etc. on this sheet. Provide copies of this contact list to all team leads.
- Vendor liaison should be on-site for deliveries or vendor access to new location
- Create a phone number list of all numbers being moved. Use this list to test calls coming in to the correct locations in addition to making sure outgoing calls can be made.
- Schedule a conference call with telephone service providers. Review plan for move. Schedule disconnection date for old location.
- Reconfirm move date with all vendors at least 1 month prior to move. The week before the move make sure all vendors date sensitive tasks are complete and move is still on track.
- Have a team meeting and confirm time lines are being met and roles and responsibilities are understood. Ensure everyone knows whom to call if there is a problem.
- Update important information with office security systems and providers.
Have users back up all of their files to the network or to disks before the move.
- Before electronic items are moved clean them with appropriate cleaner
- Clean all office furniture prior to move
- Clean all wall hangings prior to move
- Clean all break-room / office kitchen items prior to move