Moving an Austin office can be a harrowing task, however it does not have to be. To help ensure that your office move is as error and stress free as possible we have put together an office move checklist that will hopefully help you stay on track avoid costly mistakes. If you have any questions at all please don’t hesitate to contact us.
During Final Lease Contract Negotiations:
Choose your move in day. Depending on how big your business is this may take more than one or even a few days. Be sure to schedule accordingly, and if you’re unsure, budget more time than you think you need. Once you’ve found a new place and negotiated your new Austin commercial lease, be sure to give your landlord at least 30 days’ notice. Review your existing lease for your company’s specific contractual obligations. Price moving companies: Spend some time calling different companies; this will be one of the biggest expenses of your move. Make sure your movers are bonded and insured and don’t settle for anything less. Ask your new landlord what requirements they have for moving companies to be approved.
Finalize your build out plan: choose colors, paint and carpet, and be sure to allow enough time in case your selected items aren’t in stock
Order any new furniture you need: plan accordingly; larger orders could take several months to arrive.
Call your phone/internet/cable companies, get bids from different companies if necessary, set a date for which the service will be switched over.
Evaluate your networking and computer needs, get wiring quotes if necessary.
Contact your insurance company to let them know about the move; your rates may or may not change.
If you have a copier or other large electronic equipment, arrange for professionals to move it.
After Your Lease Contract Has Been Signed And Executed
Notify the post office of your move so that your mail is forwarded on time, and order or print change of address labels so that you can notify those that need to know of the move.
Order new letterhead, business cards, invoices and any other documentation that will need to have your correct address.
Get enough keys or access cards from your new landlord to assure that everyone who needs one will have one on move in day.
Order and make arrangements for any outside signage you’ll want on display at your new building.
Notify customers, subscriptions, and government agencies of your new address.
Order checks with your new address
While Preparing For The Move
Install phone lines and phone systems.
Assign new phone numbers and extensions; test them as soon as you get the chance.
Take an inventory of your existing computers and furniture; make plans to donate whatever you aren’t taking with you. Back up computers.
Pack up desks, cubicles and personal spaces, as well as common areas. Leave things you use on a daily basis until you are absolutely ready for the move.
Label and code furniture and boxes for each office.
Update your website with new address and contact information, making sure that phone lines are up and running before putting it up on the web.
Get boxes, crates and packing materials.
Distribute new keys and access cards to those that need them before move in day, and collect old keys and cards to return to your landlord.
Arrange to have the doorways and loading areas of your new building free on moving day.
Be sure your old landlord knows when you’re moving out; give him keys and access cards.
Finalize all business insurance and show it to your new landlord if necessary.
On Moving Day
Post your new address and directions on the door of your old office location.
Take photos of both your old and new offices to document conditions.
Make sure movers know where everything is going; if possible designate one person to be in charge of this or post coded signs letting them know.
After Your Move
Remind your old Austin commercial property management about security deposit refund if necessary.
Visit old office to pick up mail, at least until post office has received and implemented your change of address.
By creating and sticking to a comprehensive moving checklist, you’ll ensure that the process is smooth sailing and it will make for an easier transition for your company and your employees and keep the person who’s managing the move on track.
If we can help with locating your business a new office space you can read more about us on our homepage.