I have a lot to share but for now I am going to post a little to do list to follow to begin your journey -
Office Relocation Checklist
When you have an office to move it is a
full time project to manage on a lot of days and
a constant to do list on days when it is
not a full time project. Each office move is
different and requires customization based
upon your business needs. We have taken
some of the most common business moving
tasks and put them together here for you to
use.
Physical Planning
ı Obtain a floor plan of your current
office layout
ı Obtain a blue print of your new office
location
ı Create a proposed furniture orientation
/ office layout using blue print obtained
ı Obtain approval on new layout
ı Obtain quotes on required build out at
new location
ı Determine PC and Printer Locations in
new space
ı Determine location of shared office
equipment (i.e. fax machines)
ı Identify personal printers on the floor
plan
ı Identify analog lines on the floor plan
ı Identify data lines on the floor plan
ı Identify jack locations for voice and
data
ı If modular furniture is being used
identify the network cabling
ı Obtain bids for any work that is
required based on current plans
ı Review final space plans and include
electrical and furniture placement
ı Begin compiling costs for move budget
ı Evaluate new location to determine if
there are any special limitations for movers
ı Assign each new office space with an
identification number
ı Record all of the information you have
learned
Teams
ı Identify co-workers to be team members
on project team
ı Have a back up team member for any one
that may not be available
ı Establish a Computer Team – Responsible
for all aspects of PC moves
ı Establish a Testing Team – Responsible
for testing all work stations
ı Establish a Data Team – Responsible for
ensuring all data is backed up
ı Establish a Printer Team – Responsible
for installing and configuring all printers
ı Establish a Network Team – Responsible
for all network equipment including testing
ı Establish an Employee Team – Responsible
for communicating to employees and
making sure all employee related issues
are handled during move
ı Establish a Vendor Liaison – This person
is responsible for interfacing will all vendors
ı Review all layout plans and jack
locations for all equipment with team leaders
ı Create an outline for each team member
and vendor as needed
Labeling For Move Day
ı Label all analog lines with ‘A’, digital
phone lines ‘V’, and data lines ‘D’
ı All wiring should be labeled with the
device ID to which it belongs
Office Relocation Checklist
ı All wiring should be labeled with the
location it will be moved in the new layout
ı All computer equipment should be labeled
with the identification number assigned to
the new space
ı Label all boxes and binders with the
identification number of their new home
ı 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.
ı Place each color on the building layout
diagram you have created
ı Ensure all team members are familiar
with coding system
ı Communicate color coding system with
Bulldog Movers along with a copy of the layout
Wiring / Cabling / Phone / Internet / Etc.
ı Identify the telephone / server room at
the new location and label it on the floor plan
ı Ensure that the new server room is
centralized to avoid the Ethernet UTP length limit
ı Confirm minimum requirements for server
room are met (electrical, cooling,
dimensions, security, etc.)
ı Schedule wiring according to project
timeline and obtain outside consultant if required
ı Identify cost and time constraints for
wiring work
ı Document cost and time in project plan /
project budget
ı Test all network and phone drops as soon
as possible so problems can be corrected
ı Use layout of desks to estimate cable
size requirements
ı Plan for any future configurations and
wire leave additional wiring in each wall
ı Test all back-up batteries for phone
switches and servers and take inventory of all
items
ı Contact vendors for 800 numbers and
schedule cutover date. Test the new phone
lines several days before the move.
ı Disconnect all paid lines at old
location
ı Review the programming and routing on
the voice mail system to make sure
everything is working as it should
ı Determine what type of Internet is
available at the new location. If a T1 is required 6-8
weeks is often required notice.
ı If the ISP is changed from the current
provider identify any changes that may be
required to Company Website
Cleaning
Moving is about the only opportunity you
will ever have to completely clean all of the
items that will be in your business. Take
advantage of this time.
ı Before electronic items are moved clean
them with appropriate cleaner
ı Clean all office furniture prior to move
ı Clean all wall hangings prior to move
ı Clean all break-room / office kitchen
items prior to move
Office Relocation Checklist
Equipment
ı Take a complete inventory of all
existing equipment
ı Determine what moves and what should be
sold or donated
ı Identify any new equipment that may be
required
ı Document all cost for project budget
along with estimated arrival dates for project plan
ı Have a physical backup (bootable media)
for all servers
ı Have spare cables and other parts on
hand
ı 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.
ı 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
ı 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.
ı Local staff contact person should be
identified and on-site for deliveries or vendor
access to new location
ı Create a phone number list of all of the
numbers being moved. Use this list to test calls
come in to the correct locations in
addition to making sure calls can go out.
ı Schedule a conference call with
telephone service providers. Review plan for move.
Schedule disconnection date for old
location.
ı 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.
ı Have a team meeting and confirm time
lines are being met and roles and
responsibilities are understood. Ensure
everyone knows who to call if there is a problem.
ı Update all important information with
office security systems and providers.
ı Have users back up all of their files to
the network or to disks before the move.
There are more things that you may
identify as critical that can be added below
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