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    Office Relocation Checklist

    Uploaded by

    Anton An
    When relocating an office, careful planning is required. A project team should be established with members responsible for various tasks like computers, printers, networking and communicating with employees. The physical layout of the new space must be planned including equipment locations and wiring. All equipment, furniture and supplies should be clearly labeled for the move. Connections like phone and internet should be confirmed at the new location and tested in advance. Meetings keep the team coordinated and ensure all preparations are on track for a smooth transition.

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    Office Relocation Checklist

    Uploaded by

    Anton An
    76 views3 pages
    When relocating an office, careful planning is required. A project team should be established with members responsible for various tasks like computers, printers, networking and communicating with employees. The physical layout of the new space must be planned including equipment locations and wiring. All equipment, furniture and supplies should be clearly labeled for the move. Connections like phone and internet should be confirmed at the new location and tested in advance. Meetings keep the team coordinated and ensure all preparations are on track for a smooth transition.

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    OfficeRelocationChecklist

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    When relocating an office, careful planning is required. A project team should be established with members responsible for various tasks like computers, printers, networking and communicating with employees. The physical layout of the new space must be planned including equipment locations and wiring. All equipment, furniture and supplies should be clearly labeled for the move. Connections like phone and internet should be confirmed at the new location and tested in advance. Meetings keep the team coordinated and ensure all preparations are on track for a smooth transition.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    76 views3 pages

    Office Relocation Checklist

    Uploaded by

    Anton An
    When relocating an office, careful planning is required. A project team should be established with members responsible for various tasks like computers, printers, networking and communicating with employees. The physical layout of the new space must be planned including equipment locations and wiring. All equipment, furniture and supplies should be clearly labeled for the move. Connections like phone and internet should be confirmed at the new location and tested in advance. Meetings keep the team coordinated and ensure all preparations are on track for a smooth transition.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 3

    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 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 will 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 lines ‘D’
    All wiring should be labeled with the device ID to which it belongs
    Office Relocation Checklist
    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 team members are familiar with coding system
    Communicate color coding system with Bulldog 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 limit
    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 wiring in each wall
    Test all back-up batteries for phone switches and servers and take inventory of all
    items
    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 may be
    required to Company Website

    Cleaning

    Moving is about the only opportunity you will ever have to completely clean all of the
    items that will be in your business. Take advantage of this time.

    Before electronic items are moved clean them with appropriate cleaner
    Clean all office furniture prior to move
    Clean all wall hangings prior to move
    Clean all break-room / office kitchen items prior to move
    Office Relocation Checklist
    Equipment

    Take a complete inventory of all existing equipment


    Determine what moves and what should be sold or donated
    Identify any new equipment that may be required
    Document all cost for project budget along with estimated arrival dates for project plan
    Have a physical backup (bootable media) for all servers
    Have spare cables and other parts on hand
    You should not transport the backup media in the moving truck. Carry that by hand
    and if possible have two copies in two separate locations.
    Review equipment repair orders and identify those items that are likely to have a
    problem on move day. Test those items first.

    Meetings and Communication

    Create a contact list for move day and include all key personnel, vendors, etc. on this
    sheet. Provide copies of this contact list to all team leads.
    Local staff contact person should be identified and on-site for deliveries or vendor
    access to new location
    Create a phone number list of all of the numbers being moved. Use this list to test calls
    come in to the correct locations in addition to making sure calls can go out.
    Schedule a conference call with telephone service providers. Review plan for move.
    Schedule disconnection date for old location.
    Reconfirm move date with all vendors at least 1 month prior to move. The week before
    the move make sure all vendors date sensitive tasks are complete and move is still on
    track.
    Have a team meeting and confirm time lines are being met and roles and
    responsibilities are understood. Ensure everyone knows who to call if there is a problem.
    Update all important information with office security systems and providers.
    Have users back up all of their files to the network or to disks before the move.

    There are more things that you may identify as critical that can be added below

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