Commercial Moving Checklist
Checklist For Commercial Or Office Moves by Elite Movers In Singapore
Please take this checklist as the starting point to build your moving plan and not as a comprehensive definitive list as each businesses can have unique moving criteria. We hope that this will assist you to make your Commercial/Office move fuss-free
Planning Your Move
Start by appointing a move manager
1. Planning is Key
- Start by appointing a Move Manager and a committee. Set the date for the first meeting and define the scope
- Survey all the items that need to be moved, list them in a spreadsheet.
- List all the services that you need to stop, relocate or add.
- Visit the new Commercial/Office premises and obtain a dimensioned layout of the floor plan and take photographs.
- Talk with all your department heads and discuss if new furniture or other items will be needed.
- Will items like old files be put into alternative storage? Will old equipment be disposed and will new equipment be procured?
- Call in Movers including Elite Movers and have discussions about timing, dates, access to buildings, insurance, lift and floor protection and cost.
- Make allowance for restoration of you old office to how it was before you took it over
- Build a plan in a spreadsheet of Project tool.
- Build a budget
- Report back to Management and obtain Budget approval
2. Planning The Layout Of The New Commercial Or Office Premises And Services
- Assess your business needs; besides grouping teams together, do you need collaboration spaces, private offices, client-facing areas or kitchen pantry area?
- Plan for your IT needs & infrastructure. Map out our power outlets and internet ports. Locate where the server room will be so our IT equipment movers can assist to put where the hardware belongs quickly
- Share your layout with your movers by including labels for your areas, desks, equipment and furniture. This will help us move your items more smoothly for your business to be up and running
3. Service Planning - Updating Your Service Providers
Service planning is important because it could set the date you can move. Some services can take approximately six weeks to change. So it a top priority to review in the Planning stage. Here is a list of services that you may or may not use depending on your circumstances:
a. Power Services
b. Phone and Fax services
c. Internet connection services
d. Copier services
e. IT services
f. Coffee Services
g. Water Services
h. Plant Services
i. Magazines and Newspapers services
j. Courier Services
k. Stationary Services
l. Refuse Collection Services
m. Cleaning Services
n. Credit Card Payment machines
o. Others
It can be time-consuming to communicate and deal with vendors, especially when changing suppliers. You may encounter long-forgotten deposits and equipment that needs to be returned. So it is best do arrange with your vendors & service providers weeks before your move.
Other items need to be planned like:
– new business cards,
– stationary
– set up arrangements with Singapore Post to redirect mail
– all your suppliers and customers need to be advised of your companies new address.
Pre-Move Activities
Arranging All The Processes Required
4. Pre-move Activities In The Office
1. Staff Communication: With detailed planning substantially complete, you need to communicate the detailed layout, timetable and any change to services to the movers as appropriate
2. New Site Preparation: The new commercial/office site needs to be provisioned, which can take 2 to 6 weeks. This includes installation of your offices, electrical points and more
3. Process for Moving: Packing will likely take 2 to 4 weeks
4. Cleaning and Rubbish Removal Process: You should request employees to declutter their workspaces by discarding unnecessary or outdated files and provide trash bins or bags for disposal
5. Staff pack up their Desk: Staff will be provided with boxes, tapes, and sticker labels. They should pack, seal, and label their boxes with some labelling system which allows the movers to deliver the boxes to their respective new desk/workstation in the new Commercial/Office premises
6. Pre Issue of access cards to the new Premises: Staff would typically be pre-issued access cards for the new Commercial/Office premises to the movers, and some staff would be requested to be involved on the day to coordinate the placement of furniture and reassembly of workstations, PCs, printers, and boxes for their department
7. Disposal Services: During this stage, you may have realised that you have equipment, furniture, and other office items, including safes that are no longer needed and need to be disposed of. You should consult with your movers and have established processes for the destruction of disks and disposal of furniture items
8. Pre move Communication: Update the staff with a list of contact people and their roles during the move, and provide any final details they should know.
9. Supplier Confirmation: Contact all your suppliers on your checklist about 7-14 days before your move. Confirm the changes and ensure that you have the correct contact details for each supplier.
10. Check installed services are working before you move: Please ensure that the following services are operational at the new Commercial/Office premises before the move: telephone lines, fax lines, internet connection, water, and pantry. For security purposes, make sure the door access system is functioning and that all lockable doors have new locks. Also, check the operation of emergency exits and windows if applicable
11. Mover meeting to go over the checklist: Meet with your movers one final time to go over your checklist and confirm access arrangements at both your current and new premises for trucks and movers’ personnel. Make sure you have a backup plan in case of a truck breakdown or lift failure. Discuss the order of the move – should equipment be transported first or the staff’s boxes? Confirm the start time at each site
Moving Day & Post Moving
Sit back and let your mover do the work for you
5. Moving Day & Post Moving
- Ensure that people or person in-charge are present at both locations in advance to confirm the availability of the commercial/office premises, the functionality of the lifts, and the designated parking area for the trucks
- Display copies of the layout plan and contact list at both locations for easy reference
- Keep refreshments readily available for your hardworking staff
- Utilise your checklist to accurately measure progress
- Sit back and enjoy your move
- Ensure that your team is there to restore and finalise the closure of your old office and hand it back to the landlord