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Use this list!- Long-Term Preparations
- Talk to your current landlord/leasing company to cancel your lease.
- Set your move date and estimate locations.
- Contact moving companies for estimates and information. Tip: book well in advance because it can be busy at key times of the year.
- Consult your financial advisor and/or Financial Officer to make a budget for moving expenses.
- Make a list of criteria for your new office. Be certain that the new location has the infrastructure necessary to support your technological needs.
- Find a real estate agent to help you look for properties.
- Schedule visits to potential locations.
- Visit potential offices.
- Choose a new office that's green.
- If you/your company own(s) your current office, make plans to sell or rent it. Find a realtor or property management company.
- If you're moving to a new country, research new financial and insurance options.
- If your office is moving to a foreign country, be sure your employees' documents (passport, visa, inoculations, etc) are up to date.
- Speak to your insurance agent in case you need to transfer or cancel your insurance coverage (medical, property, fire, auto, etc).
- Discuss the move and its effects with your employees.
- If your new office is far away, book transportation.
- Mid-Term Preparations
- Negotiate your new lease. Be sure to read all documents and contracts carefully before signing. Keep you papers in a safe, organized place.
- Begin taking an inventory and decide which items from the office need to be moved and which items will be replaced.
- If you have rented office equipment like photocopiers, check the lease for canceling or transfer options.
- Speak to your current cleaning company about canceling or transfering their services. If you need a new cleaning company, find one here.
- Make preparations for an internet connection and telephone lines in your new location.
- Get packing materials like boxes, cartons and labels or investigate packing services.
- Contact the municipalities of your old and new locations to find out if you need a permit to block the street during the move.
- Short-Term Preparations
- Make a floor plan for your new office.
- Purchase new office equipment and/or furniture. Make delivery arrangements.
- Begin packing items you will be taking from your current office.
- If you are donating items, deliver them or arrange for pickup. Save receipts for tax records. Find a tax consultant if you need help.
- Make a contact information list (names and numbers of individuals in the company) so that during office relocation, it's possible to reach employees.
- Ask your new landlord for enough copies of the keys/access cards so that you can provide them to the necessary employees.
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