Posted on by Eric Wilmot

Commercial Relocation Checklist for Your DC Office Move

Office relocations rank amongst the largest projects undertaken by the average organization.

It’s hard enough to agree on lunch, let alone a brand new workplace—and the dozens of other considerations you’ll have to consider (IT infrastructure, departmental, organization, employee, communication, and moving logistics).

Tackling this gigantic act of coordination requires a clear head and ample organization. That’s why we’ve prepared this checklist for all the tasks you’ll need to complete before you step into your new digs.

DC Commercial Moving: Pre-Site Selection Prep (18 Mo. – 1 Year Prior)

Photography by: Jeshu John

The most important first steps in any commercial move include a deep read of your lease agreement for any surprise stipulations and assigning a point person—or committee—to oversee the project.

Who’s the best for the job?

We recommend someone senior enough to make decisions, with an intimate understand business needs and budgeting. 

Depending on the size and sophistication of your IT needs, you’ll likely need another coordinator for IT infrastructure (Ensure the coordinator has IT expertise and is senior enough to make big decisions, too).

But that’s not all. Since our project’s next phase involves finding the right property, you’ll want to poll your employees for their most needed and desired features.

  • [ ] – Check the lease agreement for termination requirements
  • [ ] – Assign move coordinator role
  • [ ] – Conduct employee survey to begin ranking facility preferences
  • [ ] – Get IT infrastructure requirements from relevant stakeholders
  • [ ] – Gather space requirements by examining your current floor plan

DC Commercial Moving: Site Selection (6-12 Mo. Prior)

This phase of your journey entails taking the above requirements and checking them against available commercial property in your area.

  • [ ] – Begin considering new office locations
  • [ ] – Make site visits with executives and IT stakeholders
  • [ ] – Assess each location’s IT infrastructure fit 

DC Commercial Moving: Determining Your New Office Layout (6 Mo. Prior)

Photo by Darya Sannikova

After selecting your following office location based on your gathered specifications, your next task is to plot how you’ll use and organize your new space.

  • [ ] – Establish the number of desks needed
  • [ ] – Determine area and design of common areas
  • [ ] – Decide where each department should be situated
  • [ ] – Plan out the locations and spacing of internet access points
  • [ ] – Work out the style, design, as well as significant decor features

DC Commercial Moving: Find & Vet Moving Companies (3 Mo. Prior)

We recommend you start getting moving estimates about three months before you move, maybe longer if you’re moving during peak season. This way, you better ensure you get your preferred move-in date and give yourself enough lead time to thoroughly vet your chosen moving company.

  • [ ] – Give notice to the current landlord or building manager
  • [ ] – Get quotes from at least three commercial moving companies
  • [ ] – Establish the need for moving insurance for specialized equipment

DC Commercial Moving: IT Relocation Prep (2-3 Mo. Prior)

Depending on the sophistication and complexity of relocating your infrastructure, your business network may be almost as complex as the physical move. Your IT decision-maker should assess your new location’s technological needs and opportunities and begin planning how to track equipment and ensure it ends up in the right hands.

  • [ ] – Explore IT upgrades that may be available in your new location
  • [ ] – Decide on a standardized method to label IT equipment
  • [ ] – Create a list of employees and decide their access rights
  • [ ] – Make backups of all voice and communication data
  • [ ] – Ensure all labeled devices are in the right place

DC Commercial Moving: Preparing Your New Location—IT (1 Mo. Prior)

Photo by Brandable Box on Unsplash

If you hope to keep work uninterrupted, ensure your devices and IT infrastructure are fully installed and configured.

  • [ ] – Set up all business stations, computers, and devices
  • [ ] – Order phone and internet; see if it’s possible to keep your current #
  • [ ] – Decide on a standardized method to label IT equipment
  • [ ] – Create a list of employees and decide their access rights

Final Prep (1-2 Weeks Prior)

The day is drawing near. If you want business continuity on day one, the following logistical tasks need attention. 

  • [ ] – Check-in with internet/telecoms to ensure day-one coverage
  • [ ] – Obtain parking permits for movers
  • [ ] – Send movers an updated floor plan
  • [ ] – Book a cleaning service for a post-move deep clean
  • [ ] – Review partners and stakeholders list, inform of address change
  • [ ] – Work with legal to update contracts with the new address

The Day Of Your DC-Area Office Relocation

On the day of, ensure that employees have secure access to the new facility and direct them to their new workstations. Their new workstations—additionally, you’ll want to tie up any loose ends for your previous workplace.

  • [ ] – Check the first site for damage brought on by moving
  • [ ] – Establish whether your insurance transfer went through
  • [ ] – Complete any additional tasks as described by the lease
  • [ ] – Take down company signage and branding
  • [ ] – Return building keys, passwords, etc., to the landlord or new owner

Read Your List, Check it Twice

Checklists greatly simplify complex tasks, so many American surgeons use them on the operating table. So long as you make the right considerations and meet your deadlines, your commercial move will go far more smoothly.