Moving

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

  • 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.

 

Teams

  • Identify co-workers to be team members on the project team.
  • Have a back up 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 work stations.
  • 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 line 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 tea members are familiar with coding system.
  • Communicate color coding system with your movers 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 limi.t
  • 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 wring in each wall.
  • Test all backup batteries for phone switches and servers and take inventory of all sites.
  • 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 ay be required to Company website.

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