Commercial moving checklists - checklist for moving - create one (checklist) for your next move & make your move lot easier

Moving business - step 1

Have a planning meeting with key staff and assign duties.
Go over the floor plan of new space, take measurements of shelving, cubicles, desks, etc.
Begin to get bids for the commercial movers.
If need be, hire a relocation consultant. Many commercial movers provide this service.
Make an appointment with your insurance agent and see what your policy covers when it comes to moving.
Give notice to the landlord.
Get together with contractors for any improvements to the new space - paint, new carpet, etc.
Contact your telecommunications carrier. Find out what the new phone numbers will be.

Moving business - step 2

Notify your clientele by email, by personal letter, and a notice posted at the current business location.
Order your new letterhead, business cards, flyers, advertisement notices by postcard and letter etc.
Touch base with key staff and consultants to nip any problems in the bud.
Arrange a Grand Opening event for the week after your move. Get with caterers, valet service, etc.
Hire a moving company.
Contact authorities and update your business permits, licenses and the like.

Moving business - step 3

Talk with your security about the move. Set up new security if needed.
Have key staff tour new place if you can, then meet to go over any changes as far as where to place shelving, files, work stations, etc.
Notify all vendors and suppliers you have dealt with in the past year or so by mail and phone. Keep a list.
Touch base with the relocation consultant and verify their duties versus yours.

Moving business - step 4

Notify your bank and order new checks.
Notify your Work Comp insurance carrier, the tax assessor and other professionals as well.
Arrange cut off and turn on dates for utilities as your landlord specifies. It is a good idea to schedule the turn on date one day prior to the move and the cut off date one to two days after.
Arrange for the sole use of the service elevator on move day if needed.
Make appointments with phone, IT and other equipment services to be available during the move to disconnect and connect.
See if a message can be put on old phone number for up to 6 months.
Hire document storage or shredding company to come two-three days prior to moving date.
Touch base with the moving company and see if a special parking permit is needed for vans.
Send out invitations to Grand Opening.

Moving business - step 5

Meet with staff and go over any concerns.
Check on improvements to the new space with contractors. Tour the new space. Is all on schedule?
Order Grand Opening banners if needed. Meet again with caterers.
Hire the new janitorial service, or tour the new location with your current service and negotiate any changes to the service.
Take inventory of all office equipment and write down serial numbers. Determine what will move, what to donate, what to sell.
List items for sale on Craigslist.com, eBay or other sources.
Order new furniture, shelving, etc. to be delivered the day before the move. Assign someone to be there to receive it.

Moving business - step 6

Notify customers or clients again by postcard.
Put an advertisement in the local paper to run for the next week
Touch base with contractors.
Verify moving date plans with the current and new landlords.
If packing yourself, begin sorting through old files and make a "to be shredded pile". Pack files and items not in current use.
Confirm the moving date with IT, phone and computer personnel.
Work up the final floor plan for arranging the new space.
Make sure your new letterhead, etc. has arrived typo free.
Order small promotional items for customers to placate them during the inconvenience of the move.

Moving business - step 7

Meet with staff and iron out last minute details.
Verify date with moving company.
Arrange for charities to pick up things not sold the day prior to the move.
Pack non-essentials, supplies and long term inventory. Label all boxes as to room, items and contents. It is a good idea to give each work area a number when labeling the moving boxes. Then label each box 1-a, 1-b, 1-c, etc. Label each moving box on at least two sides. Keep a tally of boxes and contents.
Make arrangements for disposal/recycling of any hazardous materials that cannot be transported.
Send out friendly email reminders to customers and/or clients.
Touch base with the caterer for the Grand Opening bash.
Walk through the new space with the contractor - identify any last minute changes. Have IT present to go over any special construction issues they may have. Review the floor plan with them.
Verify with the old janitorial service you will need extra cleaning the day after the move.
Treat yourself to a nice quiet evening - next week is going to be hectic!

Moving business - step 8

Verify the cut off and turn on utility dates.
Pack and label the remaining files, inventory, etc.
Cater in lunch for employees to reduce stress levels. Meet and discuss final details, problems, delays.
Have the final walk through of new place with the new landlord.
Meet with IT or other services to connect any new equipment being delivered and assemble any shelving or furniture ordered.
If you can, take the afternoon off and do something physical and fun - bike, swim, play golf - you need the break!
Prepare goody bags for customers who will inevitably drop in unexpectedly the day of move. Put in candy, pens, flyers of new locale, etc.

Moving business - step 9

Arrive early with doughnuts or other goodies for employees.
Pack up employee personal items, cubicles, desks, etc. Pack remaining office and inventory items. Unplug and bag computers, phones copiers, fax and other equipment. Pack up office kitchen.
Remove all pictures, bulletin boards, etc. Empty all bookcases.
Prepare plants for the trauma of moving by watering them thoroughly. Bag larger plants in plastic to protect them.
Apologize profusely to any customers for inconvenience, offer them a goody bag and invite them to the Grand Opening.
Unplug all electrical appliances. Empty the office fridge and defrost if necessary.
Make sure new furniture, equipment, etc. has arrived at new locale.
If you can, schedule for hooking up the phones, computers, etc.
Confirm the utilities are on.
Also confirm with charity that they are coming for donated items.

Moving Day

If possible, give non-essential personnel the day off - the less people underfoot will make the movers happy and your move quicker. Show up with coffee and snacks for everyone else.
Station someone at the new locale just in case customers, suppliers or others show up there.
Order lunch for the movers and staff. Have coolers with bottled water and sodas available. Pampering movers and keeping employees happy will facilitate a smoother move. Besides, it is a business expense.
Try to stay calm. Your business will survive this.

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commercial moving checklist