Relocation Checklist

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 backup 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 workstations
• 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 with 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
• 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 Big Foot Moving & Storage, Inc. 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

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.
• Vendor liaison should be on-site for deliveries or vendor access to new location
• Create a phone number list of all numbers being moved. Use this list to test calls coming in to the correct locations in addition to making sure outgoing calls can be made.
• 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 whom to call if there is a problem.
• Update 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.

Cleaning

• 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