Moving? Here's a Checklist of Items You Need to Consider

This page is provided as a free resource, courtesy of Clocktower Technology Services, Inc. If you find it useful, please feel free to share it.

In our 25 years in business, we’ve helped many clients move their IT and telecom systems to new offices.
Here, we’re offering the benefit of our experience with this comprehensive checklist of the things you need to plan for when making a move.

Underlined items are those that Clocktower can help with.

Planning the Move:

  • Pick the actual move date. We recommend moving on a Friday afternoon to minimize the impact of the communications blackout. You will want to allow a minimum of 12 weeks to plan your move.
  • Give notice in writing to your current landlord.
  • Have a company meeting to brainstorm everything that must be done.
  • Create a budget worksheet to plan all moving expenses.
  • Notify your current vendors of your move (see list below) and send them and other competitive companies an RFP (requests for proposal) to plan, move, upgrade, and install your new office equipment and furnishings. This is an excellent time to get quotes from new vendors:
    • Moving companies
    • IT firms to plan and move the network
    • Phone system vendors and phone service companies
    • Copier or large-scale printer vendor
    • Internet providers
    • Cabling companies to map out voice and data lines
    • Electrical contractors
    • Security companies
    • Construction companies (if construction is needed)
    • Office furniture companies (purchase or rent)
    • Janitorial services
    • Architect and general contractors for HVAC, electrical and floor plans
  • Consider that the time prior to an office move is a great opportunity to evaluate the following updates that can reduce move-in downtime and make you more efficient overall:
    • Does your phone system need to be updated? Not only will a new phone system provide more features and flexibility, but installing the new system at the new site will reduce downtime. 
    • Does your network infrastructure (firewall, switches, wireless access points) need to be replaced? Again, if it’s time for an upgrade, you can save a lot of downtime by installing the new equipment at the new site prior to the move-in date. 
    • Is it time for a new copier? Moving large multi-function devices can be expensive. If it makes sense to purchase or lease a new one, you can have it delivered directly to the new location.
    • Could your Internet bandwidth use a boost? Your current provider may not provide service at the new location, or there may be better service available there.
    • Are your remote/WFH capabilities all that they could be? One way to minimize the downtime of an office move is to allow employees to work from home or to work from either the new or old office during the transition. Of course, this means that you need to have remote capability up and running in the first place. This is a good time to test that. 
  • Have discussions with employees who may end up with a longer commute and be prepared to fill these positions if necessary.

 

Questions You Need to Answer in Advance:

  • Will construction need to be done? (walls built or knocked down, etc.) If so, then you’ll need a general contractor and architect.
  • What do you have permission to change in the new office? (construction, knocking down walls, etc.)
  • Map out who will be sitting where (divvy up the offices).
  • Make a list of furniture needed (desks, reception area, lunch room, etc.)
  • Make a list of new workstations, phones, copiers, fax machines, postage meters and printers that will be needed. 
  • Determine what storage space you will need and determine if shelves or special built-ins will be needed.

 

Technology and Phone Considerations:

  • Where will the server room be located? 
  • Will it have sufficient ventilation? 
  • Does it have its own climate control? 
  • Where will the cable and phone lines run? 
  • Will additional electrical outlets be needed? How many and where? 
  • Can you keep your current phone numbers? 
  • Do you have proper shelving or racks for your server and network equipment? 
  • Have you allotted proper shelving space to account for future network needs such as additional servers, firewalls, or other network equipment? 
  • If you’re using a hosted VoIP system, you must update your E911 information for all lines to reflect your new address after the move.

 

Communicating to Clients:

  • Change address & phone numbers on your web site.
  • Order new stationery and business cards.
  • Order new signs.
  • Change phone numbers and location information on company vehicles.
  • Change vehicle registration.
  • Revise advertising.
  • Revise online and print directory listings.
  • Send “we’re moving” postcards to clients.

 

Notify the Following Vendors:

  • Post office
  • Bank
  • Accountant, attorney, payroll company, HR, etc.
  • Credit card company
  • Merchant account
  • Office equipment lease vendors
  • Government agencies, including updating your business license, city, and state officials, etc.
  • Insurance agent (and update insurance policies if applicable)
  • Internet service provider (We recommend setting up a whole new internet connection at the new office rather than “move” the existing one.) 
  • Janitorial service
  • IT vendor
  • Phone company
  • Electric company
  • Water, coffee or beverage delivery
  • Other suppliers

 

Other Actions to Complete Before the Move:

  • Take complete inventory (including IT, OT, and telecom systems) 
  • Document network logins, username and passwords to key web sites, and IT vendor names and numbers on paper, so you can reach them if/when the network is down and you can’t look them up electronically. 
  • Perform a complete backup of data.
  • Perform a complete backup of telephone system configuration.
  • Document telephone extension, pooling groups, etc. 
  • Arrange for building and elevator access at new site for movers.
  • Obtain any special moving/parking permits.
  • Determine building restrictions for move hours.
  • Schedule cleanup of old office including removing trash, performing a final cleaning, and removing cabling or custom installs.
  • Schedule a staff member to be available during the weekend of your move to help take care of any unforeseen issues.
  • Contact the new Internet Service Provider and have new lines set up and tested BEFORE you cancel the old service. 
  • Schedule the old Internet Service and Phone Service to be cancelled AFTER the move is complete to avoid outages. 
  • Order any new equipment you may need like new computers, new routers, any new phones, etc. 
  • Test new office phones, computers, printers, security cameras, Internet connection and all electrical devices the day before everyone returns to work. 

 

Ongoing Considerations:

  • Expect the unexpected. (As the poet said, “The best-laid plans of mice and men oft go astray.”)
  • Keep the lines of communication open with your internal staff as well as your vendors.
  • Instruct your employees to be wary of scams. A big move is a confusing time, and it’s easy to fall for a scam when so much is up in the air already. (If you’re not already doing it, start security awareness training well in advance.)