The office move checklist

1. 01

   16 to 12 weeks out

   Decide and appoint

   0/6

   • Confirm the new tenancy and the lease commencement date
   • Confirm the outgoing lease expiry and any make good obligations
   • Appoint an internal relocation sponsor and a project contact per floor
   • Order carrier services: Enterprise Ethernet, fibre, SIP and number porting
   • Request the destination floor plan with workpoint numbers
   • Book a site survey of both tenancies with your relocation manager
2. 02

   12 to 10 weeks out

   Survey and scope

   0/7

   • Walk both tenancies with facilities, IT and the relocation manager
   • Count workstations, storage linear metres and compactus bays
   • Photograph dock height, goods lift dimensions and door widths at both ends
   • Audit the furniture: desk systems, screen mounts, storage types, condition
   • Complete the destination comms room readiness check
   • List specialist items: safes, artwork, laboratory and clinical equipment
   • Decide the cover level and declare high-value items
3. 03

   10 to 8 weeks out

   Approvals and bookings

   0/7

   • Lodge dock bookings and goods lift allocations at both buildings
   • Submit certificates of currency to both building managers
   • Apply for after-hours access and supply the crew name list
   • Apply for kerbside loading permits where there is no dock
   • Confirm the shutdown window in writing with the executive team
   • Book vendor technicians for clinical or calibrated equipment
   • Confirm storage requirement and the weekly module rate
4. 04

   8 to 6 weeks out

   Records and assets

   0/7

   • Walk the storage areas and measure linear metres of records
   • Mark retention periods and destruction dates by record series
   • Nominate named authorisers for retrieval and destruction
   • Reconcile the IT asset register against what is physically present
   • Decide what is moving, what is stored and what is destroyed
   • Arrange disposal of clinical waste, chemicals and dangerous goods
   • Get quotes for surplus furniture: resale, donation or recycling
5. 05

   6 to 4 weeks out

   Communicate and plan the floor

   0/7

   • Issue the numbered destination plan to all staff
   • Publish the shutdown dates and the Monday start arrangements
   • Confirm the crate schedule and the crate delivery date
   • Brief floor contacts on labelling and what staff must carry themselves
   • Update the address on stationery, website, invoices and directories
   • Notify clients, suppliers, the post office and your insurer
   • Arrange parking, access cards and end-of-trip facilities at the new site
6. 06

   2 weeks out

   Pack week preparation

   0/7

   • Take delivery of crates, sleeves, cartons and labels
   • Run the staff pack briefing on each floor
   • Label shared areas: kitchens, print rooms, compactus, stationery
   • Confirm the final rack elevation and patch schedule with IT
   • Confirm the carrier install date and the overlap period
   • Empty and defrost fridges, clear perishables, remove plants
   • Confirm the final runsheet, crew numbers and vehicle allocations
7. 07

   Move weekend

   Shutdown and install

   0/8

   • Staff pack workpoints by Thursday 4:00 pm
   • IT confirms the final backup before power down
   • Comms room decanted, cables labelled at both ends
   • Workstations dismantled, parts bagged to component
   • Racks landed, levelled and patched to the new schedule
   • Workstations built to the numbered plan, desk heights reset
   • Crates placed at numbered workpoints, not stacked in corridors
   • Relocation manager walks every floor against the manifest
8. 08

   Week one after

   Settle and close out

   0/8

   • Crew on site Monday morning for adjustments
   • Log the defect list with photos and agree clearance dates
   • Reconcile the item manifest and raise any exception within 24 hours
   • Book crate collection, usually five business days after the move
   • Confirm the make good scope and programme for the old tenancy
   • Reconcile the asset register and the archive inventory
   • Close out carrier overlap once the new service is stable
   • Hold a short project review with the relocation manager

Progress is stored in this browser only, using local storage. Clearing your browser data clears the checklist. Nothing is transmitted and nothing is stored by us.