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Office Move Checklist

David Norris

ex-Partner @ Forward Partners

This checklist is intended to be relevant for companies taking their own office lease. The list will be a lot smaller if the office move is to rent-by-the-desk workspace, Some items may not be relevant depending on the set up of the office and what is available to move from the previous office.

Stage 1 - finding an office

  • Appoint search consultant
  • Negotiate lease
  • Sign lease
  • Pay deposit
  • Arrange contents insurance
  • Update public liability insurance
  • Update employer liability insurance

Stage 2 - Fit-out

  • Order internet connection
  • Select fit out company
  • Agree design / layout
  • Licence for alterations with landlord
  • Electrics and floor box installation
  • Air conditioning adjustments
  • Ethernet trunking, cabling and patch panel
  • Build meeting space
  • Monitors for meeting rooms
  • Painting and decorating
  • Signage
  • Order access cards for main entrance
  • Put in water cooler / filter
  • Set up comms room
  • Internet connection completion
  • Set up wifi
  • Set up SIP phone lines
  • Buy conference phones for meeting rooms
  • Security alarm installation and contract
  • Keyholding contract
  • Buy furniture if needed: desks, chairs, meeting room chairs, meeting room tables, breakout tables and chairs, kitchen table and chairs, storage, reception area furniture
  • Buy appliances if needed: fridge, washing machine, microwave, toaster, kettle, coffee machine, shredder
  • Power supply extension cables
  • Crockery, glassware, cutlery
  • Whiteboards

Stage 3 - preparing for the move

  • Inform team of plans
  • Arrange moving services
  • Deep clean once fit out complete
  • Register for rates
  • Set up post re-direct
  • Fire extinguishers and signage
  • Set up cleaning contract
  • Get a printer lease
  • Fire escape plan / procedure
  • Get spare keys cut
  • Coat stands
  • Waste paper bins
  • Cleaning equipment: vacuum, mop, brush etc
  • Pictures / artwork
  • Plants

Stage 4 - post move

  • Set up recycling services
  • Plants
  • Register for electricity and gas accounts
  • Accident book
  • First Aid Kit
  • Employers Health and Safety Notice
  • Employee health and safety briefing
  • Change of address at Companies House
  • Inform all suppliers of change of address
  • Change of address on website
  • Change of address on email signatures

If we've missed anything let us know and we'll add it to the list.

David Norris

ex-Partner @ Forward Partners

Scaleup operations expert, ex-COO of HouseTrip, Bookable and IOVOX, previously eCommerce and Website Operations Director at Expedia.

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