Office Relocation Checklist

Office moves are difficult, but necessary.  To do it properly, so as not to disrupt your flow of business, we created the most common business moving tasks and put them together here for you to use.

Physical Planning

  • For any move, plan at least (3) months prior to physical move
  • Determine timeline and budget for move
  • Get quotes from (3) different vendors for all work requirred, including office movers
  • Obtain a floor plan of your current and future offices
  • Create and seek approval of layout of proposed furniture, office technology orientation/office layout 
  • Obtain quotes on required build out at new location
  • Identify analog & 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 telecommunications and IT work that is required 
  • 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

  • Create teams for each of the following segnments of your business:  computers, testing, office technology, network and communicating to other personnel
  • Have back up members
  • Review all layout plans and jack locations for all equipment with team leaders
  • Create an outline for each team member and vendor as needed
  • Meet every week and set goals for each team

Labeling for Move Day

  • Label analog lines "V" and data lines "D"
  • All wiring should be labeled with the device ID to which it belongs and its location
  • 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

  • 8 weeks in advance, determine which type and speed of internet services are available at the new location  
  • Most data circuit require at least 6 weeks to get installed and tested 
  • Identify the telephone / server room at the new location and label it on the floor plan
  • Make the effort to centralize the new server room--it saves time and money and avoids data degragation 
  • Confirm minimum requirements for server room are met. (electrical, cooling dimensions, security etc)
  • Schedule office cabling weeks in advance and in accordance to project timeline and obtain outside consultant if required
  • Test all network connectivity as soon as possible so problems can be corrected
  • Use layout of desks to estimate cable size requirements
  • Plan for any future configurations and ask for extra cabling where expected
  • Test all backup batteries for phone switches and servers and take inventory of all sites- replace if needed
  • 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
  • If the ISP is changed from the current provider identify any changes that ay be required to Company website

Testimonials

I’ve partnered with Liberty since its inception and its owners prior to that.  They provide support on our phone system on an on-going basis.  They’ve always been dependable and reliable.  Liberty also has a unique empathy for us as their client.  This uncanny empathy means they’re always focused on our needs. I have also contracted Liberty for electrical and data...
Robert Marchetti

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