Moving Offices

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Last weekend our headquarters, based out of Shepperton, UK moved offices.  Packing up everything, getting it moved, then unpacking, is not a fun task.  It is all complete and it move went smoothly.  If anyone is interested in the new address it is:

DeskDemon
Terminal House, Station Approach
Shepperton, UK TW178AS

It did get me to thinking about office moves.  I thought I would share an unpublished "how to"  I wrote a while back.

How to Move an Office

• Set up dates with the movers.
• Create a project management time line. Include all the tasks that will be needed to move.
• Go over a legal issues, contracts, sales, permits you will need. Make arrangements to order or submit any of these tasks.
• Get a blueprint / layout of the space you will be moving into.
• Take an inventory of what you will be moving.
• Prepare a mocked up draft of the layout of desks and equipment.
• Evaluate the lighting, electrical layout, communications options to ensure there will be adequate arrangements for the proposed layout.
• Contract any workers that will need to work on the space (electricians, painters etc).
• Set up arrangements for new phone numbers and faxes. Will you be keeping your number? Will you be adding additional numbers?
• In advance order new letterhead, business cards, and other printed materials. Are you listed on any directories or have a website that will need changing?
• Order enough moving boxes. Try to order a week in advance to give the office time to pack. You may want to order extra recycle bins as well and trash bins.
• Submit a change of address to your local postal service.
• Depending on the security of the new office, order pass keys, keys or other entry documentation for each employee. Will each employee need new network set up or phone numbers? Create a package of the move details for the employees.
• Create a master list of what will need to be moved, and where. A helpful tip is to have each person moving mark their box and equipment with a unique number, and document the number/contents of each box. If you are moving equipment such as a printer, use a sticker with the unique number. Create a master list. Use this list and mark up the blueprint/layout with the unique numbers to help the movers locate the area each item will be moved to.
• Day of the move, have some cleaners and helpful supplies for moving in. Make the move as smooth as possible for the employees. Set up a system (email, sign in sheet) where each person can report any problems, such as electrical, broken items, missing boxes.